Privacy Policy
of SYSPONS GmbH
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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 85d
10969 Berlin / Germany
T +49 30 69815800
info@syspons.com
Our company data protection officer is:
Oliver Scheller
Prinzenstraße 85d
10969 Berlin / Germany
T +49 30 69815800
oliver.scheller@syspons.com
Personal data is considered to be individual information 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 (1) (a) of the General Data Protection Regulation (German DSGVO). Consent is every freely submitted specific, informed and unambiguous indication of wishes in the form of a statement, declaration or other unambiguous affirmative act by which the data subject signifies their consent and understanding to the processing of personal data which relates to them.
Requirement for the fulfillment of the contract or the implementation of preparatory measures in accordance with Article 6 (1) (b) DSGVO i.e. the data is required for us to be able to fulfil our contractual obligations towards you or we need the data in order to prepare for the conclusion of a contract with you.
Processing for the fulfillment of legal obligations pursuant to Article 6 (1) (c) DSGVO i.e. that processing of the data is required e.g. due to a law or other regulations.
Processing for the protection of legitimate interests pursuant to Article 6 (1) (f) DSGVO i.e. that the processing is required in order to protect legitimate interests on our part or on the part of third parties, unless such interests are overridden by the interests or fundamental rights and freedoms of you which require the protection of personal data.
3. Rights of the data subject
You retain the following rights with regard to data processing by us to the extent which is set out in the relevant articles of the General Data Protection Regulation:
>Right to information pursuant to Art. 15 DSGVO
>Right of rectification pursuant to Art. 16 DSGVORight to erasure ("right to be forgotten") pursuant to Art. 17 DSGVO
>Right to restriction of processing pursuant to Art. 18 DSGVO
>Right to data portability pursuant to Art. 20 DSGVO
>Right of objection according to Art. 21 DSGVO
You retain the right to file a complaint with a supervisory authority, in particular in the Member State where you are staying or where you reside, where you are working or the location for the suspected infringement of the law, when you are of the opinion that the processing of personal data concerning you is unlawful with regard to DSGVO.
4. Data erasure and storage period
The personal data of the data subject shall be deleted or blocked as soon as the purpose of the storage ceases to apply. In addition, storage can be executed when this has been specified for by the European legislator or national legislator in ordinances, regulations, laws or other provisions from the EU to which the person responsible is subjected. A blocking or deletion of the data will also be executed when a storage period, which has been prescribed by the aforementioned standards expires, unless there is a requirement for the continued storage of the data for the conclusion or fulfillment of a contract.
II. Specific data processing
1. Data collection when visiting our website and subdomains
(a) Scope of data processing
When visiting our website "www.syspons.com" and the associated subdomains for "planning.syspons.com", "analytics.syspons.com", "monitoring.syspons.com", "aiz-evaluierung.syspons.com", "pmd-fmd.syspons.com", "monitoring-sportvernetzt.syspons.com" and "insights.syspons.com" ("Website"), the following data will be collected by our web server and stored in so-called log files:
>Your IP address
>Name of your host
>Insofar as a proxy server is connected between you and the server, then this proxy will apply instead of your IP address
>The RFC 1413 identity of the client
>Time and date the page was called up (timestamp), e.g. [12/Dec/2012:12:12 -0500].
>The HTTP request, e.g. "GET /stuff.html HTTP/1.1".
>The HTTP status code, in particular 200 for a successful page request, 404 for a "not-found" page request.
>The amount of bytes which have been transmitted
>The referrer URL i.e. the page from which you were directed to our website.
>The user agent string which has been sent by the client and can thereby enable identification of the browser type
>The user ID as well as the user activities (only for registered users, only when using our platforms insights.syspons.com, planning.syspons.com)
We have commissioned an external service provider for hosting our website. The data will be stored in so-called log files of the system by the hosting service provider and within the European Union. No additional use of the data will be executed by the hosting service provider. 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(1) lit. f DSGVO.
The legitimate interest within the meaning of Art. 6(1) 1 lit. f DSGVO lies in the functionality of our website and its availability.
The legal basis for the transfer of data to our website hosting service provider is Art. 28 (3) DSGVO. A corresponding contract for processing the data on our behalf has been concluded with the hosting service provider.
Processing the user ID and recording of usage activities will be executed within the framework of contract fulfillment for registered users in accordance with Art. 6(1) 1 b DSGVO but also within the framework of legitimate interests in accordance with Art. 6(1) 1 lit. f DSGVO with the legitimate interest of the maintenance and security of our offers (including amendment control).
(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 temporary storage of the IP address by the system is necessary in order to enable delivery of the website to the user's computer. The user's IP address must therefore remain stored for the duration of the session.
The data will be stored in order to ensure the functionality of the website. In addition, we utilise the data in order to optimise the website and to ensure the security of our information technology systems. An evaluation of the data for marketing purposes will not be executed in this context.
The user ID and the record of usage actions will also be collected and stored for the purposes of server maintenance, system security and customer service.
(d) Duration for storage
The log files will be deleted after 30 days at the latest, unless there is a necessity to continue retaining the data for the aforementioned purpose due to specific events.
Storage beyond this term is possible. In this case, the IP addresses of the users will be deleted or alienated so that an assignment to a specific user is no longer possible.
(e) Possibility of objection and removal
The collection of data for the provision of the website and the storage of the data in log files is absolutely necessary for the operation of the website. Consequently, there is no possibility for the user 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. Our email in boxes are located on a server which is operated on our behalf by Microsoft Corporation, ("Microsoft") as a service provider. Microsoft is also based outside the European Union. Microsoft does not implement any additional use of the data. The data will not be stored with other personal data of yours.
(b) Legal basis
The legal basis for processing data, which is transmitted in the course of sending a contact request by email, is Art. 6(1) lit. f DSGVO, as it is necessary for the protection of our legitimate interests.
The legitimate interest within the meaning of Art. 6(1) lit. f DSGVO lies in answering a customer enquiry or responding to a contact enquiry relating to other topics.
If the purpose of contacting you by email is to conclude a contract or to implement a contract which has already been concluded, then the additional legal basis for the processing is Art. 6(1) lit. b DSGVO.
The legal basis for the transfer of data to Microsoft is Art. 28(3), (6) and (7), Art. 46(2) c) DSGVO. A corresponding contract for processing data on our behalf has been concluded with Microsoft. The standard data protection clauses of the EU Commission with additional protective measures in the contractual relationship with the provider will be utilised.
(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 complete the request. Insofar as these are commercial letters which are subjected to retention under commercial and tax law, then they will also be stored in accordance with the statutory retention periods.
(e) Possibility of objection and removal
You always retain the option to object to the use of your personal data at any time. You can declare your objection by email to: info@syspons.com. Deletion can only be executed when there is no legal retention period; in this case, however, the data will be blocked for any other utilisation. In such a case, the conversation cannot be continued.
3. Contact via phone
(a) Scope of data processing
If you contact us by telephone, then we will collect the information which is necessary to process and answer your enquiry. This includes, in particular, your first and last name and other information relating 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 contacting us by telephone is Art. 6(1) lit. f DSGVO, as it is necessary for the protection of our legitimate interests.
The legitimate interest within the meaning of Art. 6(1) lit. f DSGVO lies in answering a customer enquiry or responding to a contact enquiry relating to other topics.
If the objective of the telephone contact is the conclusion of a contract or the implementation of an already concluded contract, then the additional legal basis for the processing will be Art. 6(1) lit. b DSGVO.
(c) Purpose of data processing
The purpose of the data storage is to contact you at your request for the conclusion of contracts, fulfilment of contracts already concluded or because of another request from you.
(d) Storage period
The data will be stored for as long as is necessary to complete the request. Insofar as these are commercial letters which are subjected to retention under commercial and tax law, then they will also be stored in accordance with the statutory retention periods.
(e) Possibility of objection and removal
You always retain the option to object to the use of your personal data at any time. You can declare your objection by email to: info@syspons.com. Deletion can only be executed when there is no legal retention period; in this case, however, the data will be blocked for any other utilisation. In such a case, the conversation cannot be continued by telephone.
4. Login to our project and service pages ("planning.syspons.com", "analytics.syspons.com" "monitoring.syspons.com", "aiz-evaluierung.syspons.com", "pmd-fmd.syspons com", "monitoring-sportvernetzt.syspons.com", "insights.syspons.com" )
(a) Scope of data processing
There an option provided for logging in via an existing user account on the aforementioned sub-pages. Whenever this registration option is available, then the following data will be collected. The application requires prior registration. We will collect the following registration data from you when executing a registration requested which has been submitted by you.
>Your name and surname
>Name of your company
>Name of the project
>Your e-mail
>A password you set yourself
We will store this data together and subsequently use it in order to set up individual access to the respective project or service pages for you. You will receive an email from us with an activation link or a one-time password in order to activate your access. By clicking on the link/setting your own password, we will collect information from you which you have completed with the registration.
The aforementioned date will then be stored together with an individual user name under an individual user access (user profile). The user name and password will be utilised when logging in to compare the authorisation of access.
The data is collected on a server of our hosting provider within the European Union and processed there on our behalf.
We have commissioned an external service provider, which is located in Germany, to execute the registration process.
(b) Legal basis
The legal basis for processing the data is Art. 6(1) lit. b DSGVO. The registration process and the additional storage of the data is necessary for the fulfillment of the contract concluded with you by us, as enabling access to and use of our project and service pages is part of our contractual obligation to provide performance.
In addition, the legal basis for processing the data is also Art. 6(1) lit. f DSGVO, as it is necessary to protect our legitimate interests.
The legitimate interest within the meaning of Art. 6(1) lit. f DSGVO is to be able to assign you an individual access to the project pages and service pages, through which we can identify you as an authorised user when you register and therefore prevent access to the pages, which require a registration process, by any unauthorised third parties.
The legal basis for the collection and processing of the data stored on a server of our hosting provider is Art. 28(3) DSGVO. A corresponding contract for processing the data on our behalf has been concluded.
The legal basis for transferring the data to the service provider for the registration process is Art. 28(3) DSGVO. A corresponding contract for processing the data on our behalf has been concluded.
(c) Purpose of data processing
The purpose of data processing is for us to fulfil the contract we have entered into either with you or your employer, as enabling access to and use of is part of our contractual obligation to provide performance.
In addition, the purpose of data processing is also to be able to assign you an individual access by which we can identify you as an authorised user when you register and therefore prevent any unauthorised third parties from accessing the page which is required for registration.
(d) Storage period
The data will be stored for as long as the contract concluded between you and us exists and/or the use of the site or page requiring registration is part of our contractual obligation to provide performance. The data will be deleted immediately after termination of this contract or cancellation of this performance obligation by way of a corresponding contract adjustment.
(e) Possibility of objection and removal
A right of objection will only exist in the event of termination of the contract which has been concluded with us within the framework of which we have undertaken to provide access.
5. Use of features on "analytics.syspons.com”
(a) Scope of data processing
If you register (log in) with your access on the page for "analytics.syspons.com", then the function to download documents which we have posted there will be available to you. As soon as you click on the download button, we will collect the information that your access has saved the corresponding document and store it. In the event of unauthorised access, we will collect and store the information that there was a lack of authorisation.
The data will be collected on a server by our hosting provider (refer to Section 1) and processed there on our behalf.
(b) Legal basis
The legal basis for processing the data is Art. 6(1) lit. f DSGVO, as it is necessary to protect our legitimate interests.
The legitimate interest within the meaning of Art. 6(1) lit. f DSGVO is to record whether the download function works, has been used and the use is also in a legitimate manner as well as the documentation for evidence purposes.
The legal basis for the collection and processing of data on a server by the external service provider we have commissioned is Art. 28(3) DSGVO. A corresponding contract for the processing of data on our behalf has been concluded with our hosting provider (Refer to Section 1).
(c) Purpose of data processing
The purpose of the data processing is to record whether the download function works, is used and the use is also in an authorised manner as well as documentation for evidence purposes.
(d) Storage period
The data will be stored for as long as the contract concluded between you and us exists and/or the use of the site or page requiring registration is part of our contractual obligation to provide performance. The data will be deleted immediately after termination of this contract or cancellation of this performance obligation by way of a corresponding contract adjustment.
Insofar as commercial letters are concerned which must be retained in accordance with commercial and tax law, then these will also be stored in accordance with the statutory retention periods.
(e) Possibility of objection and removal
You have the option to object to data processing during the period of ownership of your access to "analytics.syspons.com". You can declare your objection by email to: info@syspons.com. Deletion can only be executed when there is no legal retention period; in this case, however, the data will be blocked for any other utilisation.
6. Cookies & Local Storage
Cookies & Local Storage are "storage areas" for data located on your computer. Content providers frequently access data files which are stored in the web browser or store information there for later access. This can be, for example, the language setting for a website, the contents of a shopping basket or setting data for video playback.
In detail, the data packages which are listed below can be accessed on our website in the form of cookies or local storage files. You retain the option to decline or accept this when loading the website. Once consent has been given, then it can be revoked at any time. In practical terms, you can achieve this by blocking cookies in your browser.
Monitoring.syspons.com |
|
|
|
Name |
Website |
Duration |
Purpose |
syspons_monitoring_session |
monitoring.syspons.com |
1 hour |
Saving the current user session |
XSRF TOKEN |
monitoring.syspons.com |
1 hour |
Serves to protect against hacking attacks |
Analytics.syspons.com |
|
|
|
Name |
Website |
Duration |
Purpose |
syspons_analytics_session |
analytics.syspons.com |
1 hour |
Saving the current user session |
Planning.syspons.com |
|
|
|
Name |
Website |
Duration |
Purpose |
syspons_planning_session |
planning-syspons.syspons.com |
1 hour |
Saving the current user session |
XSRF TOKEN |
planning-syspons.syspons.com |
1 hour |
Serves to protect against hacking attacks |
*-sort-cookie |
planning-syspons.syspons.com |
1 year |
Saves user settings on the page |
*-filter-cookie |
planning-syspons.syspons.com |
1 year |
Saves user settings on the page |
*-option-cookie |
planning-syspons.syspons.com |
1 year |
Saves user settings on the page |
selectedWorkloadUser-cookie |
planning-syspons.syspons.com |
1 year |
Saves user settings on the page |
dashboard-range-picker-cookie |
planning-syspons.syspons.com |
1 year |
Saves user settings on the page |
project-tree-width-*-cookie |
planning-syspons.syspons.com |
1 year |
Saves user settings on the page |
project-entry-list-*-cookie |
planning-syspons.syspons.com |
1 year |
Saves user settings on the page |
cookieconsent_status |
planning-syspons.syspons.com |
1 year |
User decision about permitting cookies (only concerns persistence cookies) |
Pmd-fmd.syspons.com |
|
|
|
Name |
Website |
Duration |
Purpose |
pmd_fmd_mq_tool_session |
Pmd-fmd.syspons.com |
1 hour |
Saving the current user session |
XSRF TOKEN |
Pmd-fmd.syspons.com |
1 hour |
Serves to protect against hacking attacks |
*-sort-cookie |
Pmd-fmd.syspons.com |
1 year |
Saves user settings on the page |
*-filter-cookie |
Pmd-fmd.syspons.com |
1 year |
Saves user settings on the page |
*-option-cookie |
Pmd-fmd.syspons.com |
1 year |
Saves user settings on the page |
cookieconsent_status |
Pmd-fmd.syspons.com |
1 year |
User decision about permitting cookies (only concerns persistence cookies) |
AUTH_SESSION_ID |
login.syspons.com |
Browser Session |
Used to store the user login for the duration of the session |
AUTH_SESSION_ID_LEGACY |
login.syspons.com |
Browser Session |
Used to store the user login for the duration of the session |
KEYCLOAK_SESSION |
login.syspons.com |
8 hours |
Used to store the user login for the duration of the session |
KEYCLOAK_IDENTITY |
login.syspons.com |
Browser Session |
Used to store the user login for the duration of the session |
Insights.syspons.com |
|
|
|
Name |
Website |
Duration |
Purpose |
tableau_locale |
insights.syspons.com |
Browser Session |
Browser language |
XSRF Token |
insights.syspons.com |
Browser Session |
Serves as protection against CSRF attacks |
workgroup_session_id |
insights.syspons.com |
Browser Session |
Saving the current user session |
AUTH_SESSION_ID |
login.syspons.com |
Browser Session |
Used to store the user login for the duration of the session |
AUTH_SESSION_ID_LEGACY |
login.syspons.com |
Browser Session |
Used to store the user login for the duration of the session |
KEYCLOAK_SESSION |
login.syspons.com |
8 hours |
Used to store the user login for the duration of the session |
KEYCLOAK_IDENTITY |
login.syspons.com |
Browser Session |
Used to store the user login for the duration of the session |
In the event of a discrepancy between the German version and a version of the data protection declaration in another language, the German version shall prevail.
Status: 21.03.2022