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General Privacy Notice
in particular for visitors of the Smart Reporting website

I. Our responsibility for data protection and your contact persons
II. Information on the processing of personal data
1. Data automatically collected while browsing this website
2. Cookies
3. HubSpot
4. Use of Google Analytics
5. Use of HubSpot Analytics
6. Retargeting/remarketing with Google DoubleClick
7. YouTube 
8. Social links
9. Links to third party offers
10. Newsletter, e-mail marketing
11. Collection, administration and maintenance of contact data in our customer relationship management system (CRM system)
12. Online forms and other contact requests
13. Data processing in the context of an application with us
14. Services subject to registration
15. Recipients of personal data
16. Storage period
III. Your rights as a data subject
IV. Version and reviews of this Privacy Policy

Dear website visitor,
the sensible and responsible handling of your data has always been important to Smart Reporting. The General Data Protection Regulation (in short: GDPR) of the European Union places special em-phasis on transparency in the processing of personal data.
If you wish to take a look at the GDPR, you will find it on the Internet at: http://eur-lex.europa.eu/legal-content/EN/TXT/HTML/?uri=CELEX:32016R0679
In the light of this legislation, we would like to provide you with some information on the protec-tion of your personal data, as required by the GDPR. The term “personal data” covers any piece of information that refers to an identified or identifiable natural person (“data subject”). By visiting the Smart Reporting website, you may become a data subject within the meaning of the GDPR.

This Privacy Policy only applies to the web pages within the smart-reporting.com website but may also apply to other websites of Smart Reporting GmbH that incorporate this Privacy Policy by reference. In particular, this Privacy Policy does not apply to third party websites that are linked to from smart-reporting.com.
This Privacy Policy does not automatically apply to profiles of Smart Reporting GmbH on third party platforms, including, but not limited to social networks (e.g., Facebook, Twitter, Google+ or Instagram). Profiles on those platforms are subject to the privacy policies of the respective platform operator(s) and, if applicable, the privacy policies provided therein as a full text version or link by Smart Reporting GmbH.

 

I. Our responsibility for data protection and your contact persons

 


1. The party responsible for the processing (“controller”) of your data gathered during your vis-it to our website is

 

Smart Reporting GmbH
Briennerstr. 1
80333 München
email: info@smart-reporting.com

2. You may also contact our data protection officer directly by sending an email to datenschutz@smart-reporting.com or a letter to our postal address with the additional line “Datenschutzbeauftragter” (data protection officer).

 

II. Information on the processing of personal data

1. Data automatically collected while browsing this websiteWhen you access our website, the following information is usually automatically transmitted by your browser to our server:

a) Internet address (IP address) of the accessing computer at the time of access
b) Date and time of access
c) Accessed web pages or files
d) Transmitted data volume
e) Message whether the retrieval was successful or why it failed, if applicable (error code)
f) Operating system and browser software of retrieving computer, both including version
g) Screen resolution and color depth of the retrieving computer
h) Browser and language settings
i) Browser plugins (JavaScript, Flash Player, Java, Silverlight, Adobe Acrobat Reader, etc.)
j) Previously visited website (referrer URL)
k) Search term with which the Website was found, e.g., via Google.

We will process this data based on our legitimate interests within the meaning of Art. 6 pa-ra. 1 sentence 1 letter f of the GDPR, namely

a) for making our website available,
b) for maintaining the technical stability and security of our website, including the detection and removal of service interruptions (e.g., by blocking a denial-of-service-attack that is caused by a certain IP address),
c) for statistical analysis of the use of our website for the purpose of its customization and improvement, and
d) for examination in the event of well-founded reasons to suspect an unlawful use (e.g., in the event of a suspected libel and slander in a blog made available by us or fraud in connection with the registration for our services).

This data will be automatically collected when you access our website. Our website cannot be used if you object to the collection of this data. We do not use this data for the purpose of drawing conclusions regarding your identity as a visitor of our website, except when there are well-founded reasons to suspect an unlawful use.
The collected data will be deleted at regular intervals or fully anonymized by deleting at least certain parts of the IP address.

2. Cookies
The website will use cookies which assign an identification code to your computer. Cookies are small text files (with an identification code) that are stored on the visitor's computer when a website is accessed. Being text-only files, cookies cannot contain viruses or other malware.
Cookies help to make websites more comfortable, efficient, and secure. We use both transient and persistent cookies:

a) Transient cookies will be automatically deleted when you close the browser. These are, in particular, session cookies. They store a so-called session ID that can be used to at-tribute various inquiries made by your browser to just one session. This allows us to rec-ognize your computer when you return to our website. Session cookies are deleted when you log off or close the browser. For instance, a session cookie can be used to keep you logged into your account until you log out.
b) Persistent cookies will be stored beyond a browser session, but automatically deleted upon the expiration of a predefined term which may vary depending on the type of cookie. In addition, you may delete the cookies in the system security settings of your browser at any time.

Generally, we do not use cookies to draw conclusions regarding your identity, but only to identify your computer for the purposes described above. In certain cases, the user may also be identified, if it enters its contact data on our website while a session cookie is placed (e.g., when registering for an account).
We will process data obtained in connection with technically necessary cookies based on our legitimate interests within the meaning of Ar. 6, para. 1, sentence 1, letter f of the GDPR, namely to provide certain functionality of our website. As these cookies are necessary for the technical operation and security of our website, consent is not required, and you cannot opt out of such cookies in our cookie consent tool (hereinafter referred to as "cookie banner").

We will only process data obtained in connection with analytics cookies, marketing cookies and functional cookies if you have given us your consent to set such cookies in the context of our cookie banner. The legal basis in this respect is Art. 6 para. 1 sentence 1 letter a of the GDPR. This data is used for the statistical evaluation of the use of the website with the aim of demand-oriented design and improvement (statistics cookies) and the display of individualized marketing offers that are particularly relevant for the user (marketing cookies). Functional cookies serve to provide our users with certain functions of the website and thus to make their stay on our website more comfortable.

We may also set a cookie that will cause our cookie banner to no longer be displayed to you for a period of one year after you have selected your cookies once, unless you manually delete the corresponding cookie in the meantime.
Most browsers allow users to receive a warning before a cookie is stored, allow users to completely refuse the acceptance of cookies, and/or to delete existing cookies subsequently. However, the usability of the website may be limited due to these settings.

3. HubSpot
For the operation of our website, as a CRM system and for the execution of online market-ing measures, we use the service HubSpot of HubSpot, Inc., 25 First St., 2nd floor, Cam-bridge, Massachusetts 02141, USA. HubSpot can be contacted within the European Union us-ing the contact details listed here. You can find more details about data protection with this provider here: GDPR Compliance and HubSpot Privacy Policy.

We use this tool to perform various of the online marketing activities and functions de-scribed in this Privacy Policy. These include, among others, the following:

  • Email marketing (newsletters as well as automated mailings, e. g. to provide information material), including email sequences and email tracking

  • Contact management (e. g. storage of contact data in our CRM system for contact pur-poses)

  • Provision of online forms, for, among others, the following purposes:

    • Event registrations (e. g., webinars or on-site events)

    • Provision of information material

    • Newsletter registration

    • Inquiry and callback service

    • Social media management

The data collected and processed as part of the individual measures and functions may be merged with data collected from you elsewhere and in some cases stored on HubSpot servers. We have carefully selected HubSpot. HubSpot will act for us within the framework of a data processing agreement and with regard to the processing of personal data only on our in-structions. The fact that the provider processes the data outside the European Union and is also based there does not prevent the commissioning of HubSpot. The contractual docu-ments relevant for the commissioning of HubSpot contain the EU standard contractual clauses, so that the commissioning is possible in accordance with Article 46 of the GDPR. The contract document can be found here: https://legal.hubspot.com/de/dpa.

The processing of personal data in the context of the use of HubSpot is legally based on the legal basis stated in connection with the respective function. Whenever we ask for your consent (e. g. for sending a newsletter), the legal basis is Art. 6 para. 1 sentence 1 letter a of the GDPR (consent). If the processing is carried out to implement contractual or pre-contractual measures (e. g. answering service/support requests), the legal basis is Art. 6 para. 1 sentence 1 letter b of the GDPR (performance of contract). In part, we also process your personal data on the basis of our legitimate interests pursuant to Art. 6 para. 1 sentence 1 letter f of the GDPR (e. g. direct marketing measures).
Please see below for more information on the various functions.

4. Use of Google Analytics
This website uses Google Analytics, a web analysis service of Google LLC., 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA (hereinafter referred to as “Google”). Google Analytics also uses "cookies", i.e., text files that are stored on your computer and that allow Google to analyze your use of a certain website. Generally, information on your use of this website generated by cookies will be transmitted to a Google server in the U.S. and stored on that server. Since the anonymization of IP addresses has been enabled for this website, your IP address will be shortened by Google within any of the member states of the Europe-an Union or in any other countries which are contracting parties to the Agreement on the European Economic Area prior to transfer outside this region so that it may no longer be matched with a connection point and/or user. Only in exceptional cases, the full IP address will be transferred to a Google server within the U.S. and shortened afterwards.
Furthermore, this website uses Google Analytics for a device-independent analysis of click streams that is based on user IDs. On behalf of Smart Reporting, Google will use the collected data to analyze your use of the website in order to compile website activity reports and to provide additional services in connection with the use of the website and the internet to Smart Reporting. Furthermore, Google may transfer this information to third parties, if it is required to do so in accordance with statutory provisions, or if third parties process data on behalf of Google. Under no circumstances will Google link your IP address with other Google data. We use Google Analytics to analyze the use of our website and to improve it on an ongoing basis. The statistical data obtained will help us improve our offer and to make it more interesting to you as a user. With regard to the exceptional cases in which personal data is transmitted to the USA, we base the data transfer on the EU standard contractual clauses (“SCC”) (https://ec.europa.eu/info/law/law-topic/data-protection/international-dimension-data-protection/standard-contractual-clauses-scc_en) concluded between us and Google. However, in the opinion of the European Court of Justice (ECJ), the USA currently do not offer a level of data protection that is adequate for European standards. Therefore, despite the technical and organizational measures taken by us and Google, it cannot be completely precluded that US authorities will gain access to and process your personal data collected as part of Google Analytics.

The legal basis for the use of Google Analytics is your consent given in the context of our cookie banner pursuant to Art, 6, para. 1, sentence 1, letter a GDPR.
You may prevent the storing of cookies by making the appropriate settings in your browser software. In addition, you may object to the collection of data by Google Analytics, by in-stalling an opt-out add-on for your browser available from the following link:
http://tools.google.com/dlpage/gaoptout?hl=en

This add-on can be installed for all common web browsers and gives you extensive control over the information that Google will collect when you access our website. To this end, the add-on will inform Java Script (ga.js) of Google Analytics that the transmission of information on the visit of our website to Google Analytics is not permitted. However, this does not pre-vent the transmission of information to us or to other web analysis services. Whether we use other web analysis services and which they are will be explained in this Privacy Policy, if applicable.
Furthermore, Google makes additional information on data protection available at
https://policies.google.com/technologies/partner-sites?hl=en,
including on the possibilities of opting out of data collection.

5. Use of HubSpot Analytics
In addition to Google Analytics, we also use HubSpot's analytics function. This is also used to analyze website traffic and provides us with information about the channels through which traffic comes to our website. The analytics data is linked to the data records in our CRM system to give us a better overview of the development of prospects into qualified leads. The insights gained in this way help us to continuously improve our website and make it more interesting for our users. When using HubSpot Analytics, so-called "web beacons", also known as tracking/counting pixels, as well as cookies (hereinafter collectively referred to as "cookies") are used to analyze usage behavior and stored on the end device you use. In the process, HubSpot collects personal data such as IP address, geographical location, type of browser, duration of visit or pages viewed.

HubSpot processes the collected information on behalf of Smart Reporting for the purpose of evaluating your use of the website, compiling reports on website activity and providing other services relating to website activity and internet usage to Smart Reporting. If necessary, HubSpot will transfer this information to third parties if this is required by law or if third parties process this data on behalf of HubSpot. Since HubSpot's headquarters are located in the USA, personal data in connection with the analytics function will in some cases also be transferred to the USA and processed there. For these cases, we base the data trans-fer on the EU standard contractual clauses concluded between us and HubSpot (https://ec.europa.eu/info/law/law-topic/data-protection/international-dimension-data-protection/standard-contractual-clauses-scc_en).

However, in the opinion of the European Court of Justice (ECJ), the USA currently do not offer a level of data protection that is adequate for European standards. Therefore, despite the technical and organizational measures taken by us and HubSpot, it cannot be completely precluded that US authorities will gain access to and process your personal data collected as part of HubSpot Analytics.
The legal basis for the use of HubSpot Analytics is your consent given in the context of our cookie banner in accordance with Art. 6 para. 1 sentence 1 letter a of the GDPR. Of course, you can revoke your consent at any time using the cookie settings.

You can find more information about cookies used by HubSpot here:

6. Retargeting/remarketing with Google DoubleClick
On our website, we use retargeting/remarketing technologies to optimize our offering. This serves the economic operation of our website as well as the optimization of our advertising and our entire online offer. The legal basis for the use of marketing cookies and thus Google DoubleClick is your consent given in the context of our cookie banner in accordance with Art. 6 para. 1 sentence 1 letter a of the GDPR.

a) What is retargeting/remarketing?

Our website uses cookies/tracking technology to collect data for the optimization of our advertising activities and the entire online offer (so-called retargeting/remarketing). This data will not be used to identify you as an individual, but merely serves the purpose of analyzing the use of our website and, possibly, to address advertising to users who had already shown interest in our website - both on our website and on our partners’ websites. We are convinced that interest-based advertising is generally more appealing to the user than advertising that is not tailored to the user’s needs. The display of advertising on our or on our part-ners’ websites occurs based on an analysis of the user’s previous browsing behavior. However, user profiles are only created as anonymized and/or pseudonymized profiles. By no means, your tracking data will be combined with the personal data stored on our servers. In the following section of this Privacy Policy, you will learn how to disable retarget-ing/remarketing technologies.

b) Google DoubleClick
We use the DoubleClick function of Google LLC on this website.
Google uses cookie/tracking technologies that are stored on your end device and that ena-ble an analysis of your use of the website. The information generated by the cookie about your use of this website is usually transmitted to a Google server in the USA and stored there. However, due to the activation of IP anonymization on this website, your IP address will be truncated beforehand by Google within the Member States of the European Union or in other contracting states to the Agreement on the European Economic Area, so that it can no longer be assigned to a connection or user. Only in exceptional cases will the full IP ad-dress be transmitted to a Google server in the USA and truncated there. Further information on the analysis of your search and usage behavior can be found here: https://www.google.com/intl/de/policies/privacy/ and here: https://policies.google.com/technologies/ads?hl=de
We only use retargeting/remarketing technologies if you have consented to the use of marketing cookies in the context of our cookie consent tool ("cookie banner").
You may object to the storage and use of cookies for the purposes of remarketing/retargeting at any time with effect for the future, by preventing the storing and use of cookies through technical means, i.e., the corresponding browser settings and/or browser add-ons. Furthermore, you may opt-out of interest-based Google advertising by clicking on the following link: https://adssettings.google.com/.

7. YouTube
Our website uses YouTube video embeddings. YouTube is operated by Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland (hereinafter referred to as "Google" or "YouTube"). The data processing is based on your consent, if you have given it to us, and otherwise based on our legitimate interest. Our legitimate interest is the economic operation and the optimization of our website. We expressly reserve the right to have recourse to other legal bases.

The YouTube videos embedded in our website, which are stored on http://www.youtube.com and can be played directly from our website, are embedded in "extended data protection mode", i. e. according to YouTube, no data about you as a user is transmitted to YouTube if you do not play the videos. When you call up the embedded video, a connection is established to the servers of the provider YouTube and certain information (e. g. your IP address) is sent to the provider, even if you are not logged in to the provider. We are not aware of the nature and extent of the data collected by YouTube and have no influence on its use. Insofar as you have given us your consent, YouTube's services may also be used for retargeting/remarketing purposes (see details under II.6).
For more information on the purposes and scope of data collection as well as the further processing and use of the data by YouTube and Google and your rights in this regard and the available settings options for protecting your privacy, please refer to the privacy policy of Google:
Google privacy policy, which also includes YouTube: https://www.google.de/intl/de/policies/privacy/.

If you do not want YouTube to assign your visit to our website to your user account there, you must log out of the corresponding service before visiting our website. Even if you are not logged in to YouTube, websites with videos may send data to YouTube via the use of cookies, which allow YouTube to create an anonymized/pseudonymized user profile, for ex-ample.
You can revoke your consent to the storage and use of cookies in connection with the embedded videos in the cookie settings of our website (see II.2). Furthermore, you can also technically prevent the storage and use of cookies at any time through appropriate browser settings or browser add-ons (see II.2).

8. Social links
On our website, you will find links (hyperlinks) to our profiles in the social networks and platforms Facebook, Instagram, Twitter and LinkedIn. The corresponding services are offered by the companies listed below (hereinafter also referred to as "third-party providers"):

  • Facebook and Instagram are operated by Facebook Ireland Limited, 4 Grand Canal Square, Grand Canal Harbour, Dublin 2, Ireland.

  • Twitter is operated by Twitter International Company, One Cumberland Place, Fenian Street, Dublin 2, D02 AX07, Ireland

  • LinkedIn is operated by LinkedIn Ireland Unlimited Company, Wilton Plaza, Wilton Place, Dublin 2, Ireland ("LinkedIn").


For the purpose and scope of data collection and the further processing and use of data by the third-party providers, as well as your rights in this regard and the available settings for protecting your privacy, please refer to the privacy policy of the respective third-party provider:

If you do not want a third-party provider to be able to assign the clicking of a link leading to its offer to your user account, you must log out of the respective service before clicking such link. Even if you are not logged in to the third-party provider, data can be sent to the third-party provider via the use of cookies after clicking on a link.

9. Links to third party offers
If we link to websites and services ("offers") of third parties, you will be forwarded to the respective offer of the third party via hyperlink when you click on the link.
Please note that the third-party offers linked from our website may install their own cookies on your end device or collect personal data. We have no influence on this. If necessary, please contact the providers of these linked third-party offers directly for more information. The respective provider and responsible party can be viewed in particular in the imprint and the respective data protection information on the corresponding websites.


10. Newsletter, e-mail marketing
We send newsletters and automated mailings ("mailings") only after corresponding registration, i. e. with your consent on the basis of Art. 6 para. 1 sentence 1 letter a of the GDPR. If the contents of the mailings (i. e. the advertised goods and services) are specifically de-scribed in the registration, they are decisive for the scope of the consent. In addition, our mailings contain information about our products, offers, promotions and/or our company.
Registration takes place by means of the so-called double-opt-in procedure, i. e. after your registration you will receive an e-mail in which you will be asked to confirm your registration in order to prevent misuse of your e-mail address. We log the registration for our mailings in order to prove the registration process in accordance with legal requirements and, if necessary, to prevent or clarify any misuse of your personal data. The logging of the registration process is based on our legitimate interests pursuant to Art. 6 para. 1 sentence 1 letter f of the GDPR, which lies in the operation of a user-friendly and secure mailing system and to be able to prove the registration process and the consent given. You can revoke your consent to receive our mailings at any time, in particular by unsubscribing. You will find an unsubscribe link for exercising this right at the end of each e-mail.
Our mailings contain so-called tracking pixels (web bugs), which enable us to recognize whether and when an e-mail was opened and which links in the e-mail were followed by the personalized recipient. This information is used for the technical improvement of our news-letter based on the technical data or the target groups and their reading behavior based on their retrieval locations (which can be determined with the help of the IP address) or the access times. The analyses are also used to identify the reading habits of our users and to adapt our content to them or to send different content according to the interests of our us-ers. The data collected in this way is used to send personalized marketing e-mails to the respective recipient. For individual e-mail campaigns, we also select the recipient group on the basis of data and information determined and qualified by us (such as your expressed interest in individual topics, your address/region, etc.) in order to be able to specifically offer you goods and services that match your interest. You will then only be sent advertising that is potentially relevant and of interest to you.
The data collected and otherwise processed in this context is stored and further processed on HubSpot's servers. To this extent, HubSpot acts as our processor within the meaning of Art. 4 no. 8 of the GDPR and processes the data exclusively according to our instructions. You can find more detailed information on the various options for use here: https://www.hubspot.com/.
Insofar as we obtain consent from you for certain online marketing measures, the legal basis for data processing is Art. 6 para. 1 sentence 1 letter a of the GDPR. Insofar as the data processing is carried out to fulfill a contract with you, the legal basis is Art. 6 para. 1 sentence 1 letter b of the GDPR.

In all other respects, the data processing is legally based on our legitimate interest pursuant to Art. 6 para. 1 sentence 1 letter f of the GDPR, according to which the processing of personal data is also possible without the consent of the data subject if the processing is necessary for the protection of the legitimate interests of the controller or a third party, unless the interests or fundamental rights and freedoms of the data subject which require the protection of personal data override these. Here, we invoke our interest in direct marketing pursuant to Recital 47 a. E. of the GDPR. Our legitimate interest lies in our ability to ensure the effectiveness of the campaigns we create and the effective use of the resources de-ployed for this purpose through specific online marketing measures. Furthermore, you will only be sent advertising that is potentially relevant and of interest to you. Your rights are protected by the fact that we have made the processing operations transparent here and that you can object to processing by HubSpot. If you do not want your data to be collected by HubSpot, you can prevent the storage of cookies accordingly at any time through your browser settings or by using the following opt-out link: HubSpot Opt-out link.

11. Collection, administration and maintenance of contact data in our customer relationship management system (CRM system)
In order to maintain business contacts and to ensure smooth communication within the scope of contract fulfillment, we store business contact data that we receive from you in our CRM system (HubSpot). This concerns in particular the following personal data:

  • First and last name

  • Postal Address

  • E-mail address

  • Telephone number

As already described, we use a service from HubSpot as our CRM system. The system is operated on servers of the provider in the USA.
We also use the data that you provide to us when visiting our website or by other means and that we aggregate in our CRM system as described in this privacy notice to implement online marketing functions. In particular, these include marketing automation and work-flows, social media management, search engine optimization, campaigns, landing pages, CTAs, smart content, enterprise database, pipeline management, list segmentation, meetings and analytics. For more information about these features, please visit the provider's website at https://www.hubspot.com/products/get-started?hubs_content=www.hubspot.de%2F&hubs_content-cta=nav-software-platform.

Data processing in connection with our CRM system is based on our legitimate interest pursuant to Art. 6 para. 1 sentence 1 letter f of the GDPR. Our legitimate interest is to be able to contact you again at a later date, in particular to establish a new business relationship or to expand an existing one. If you are already a customer of ours, the processing of your con-tact data is furthermore necessary for the fulfillment of the contract existing between you and us and is thus carried out on the legal basis of the fulfillment of the contract pursuant to Art. 6 para. 1 sentence 1 letter b of the GDPR.
The processing activity serves the purpose of maintaining customer relations and relations with interested parties.
Data processing in connection with the online marketing functions mentioned here is also carried out on the basis of our legitimate interests pursuant to Art. 6 para. 1 sentence 1 let-ter f of the GDPR. Our legitimate interest in this respect is the implementation of marketing measures to address, acquire and maintain customers.
If a business relationship exists between you and us, we store your data for this purpose un-til it is no longer required for the fulfillment of the contractual or pre-contractual measures between you and us and subsequent retention periods. Irrespective of this, we store your data until a (possibly renewed or extended) business relationship with us is no longer recognizably of interest to you or you object to the processing.

You can object to the processing of your personal data on the basis of our legitimate interest (Arti. 6, para. 1, sentence 1 letter f of the GDPR at any time. To do so, please contact us at datenschutz@smart-reporting.com.

12. Online forms and other contact requests
On our website, we offer you the option of contacting us via various contact forms (e. g. for event registrations, the provision of information material, registration for the newsletter, for inquiries and a callback service) or by e-mail. For the provision of online forms, we also use a service of HubSpot. Please note that data from this processing may be stored in our CRM system.
If you contact us via contact form or e-mail, the data you provide will be used to process your request. The provision of the data is necessary for processing and answering your inquiry - without their provision, we cannot respond to your inquiry, or at best only to a limited extent.
In the context of forms, the following personal data, among other, is processed as mandatory information:

  • Name

  • Company

  • E-mail address

  • Telephone number

  • Message/content of the request

In addition, in some forms you can voluntarily provide the following optional data:

  •  Position

  •  Language

The legal basis for this processing is Art. 6 para. 1 sentence 1 letter b of the GDPR, as the processing of the relevant data is necessary for the implementation of (pre-)contractual measures in response to your request. The transfer of relevant data to our CRM system is le-gally based on our legitimate interest pursuant to Art. 6 para. 1 sentence 1 letter f of the GDPR. Our legitimate interest is to be able to contact you again at a later date, if necessary. Furthermore, we partly process your personal data in the context of forms based on your consent pursuant to Art. 6 para. 1 sentence 1 letter a of the GDPR.

Your data will be deleted if your inquiry has been answered conclusively and the deletion does not conflict with any statutory retention obligations, such as those under commercial or tax law. With regard to the data that is transferred into our CRM system, please note the information on the CRM system under II.9.

13. Data processing in the context of an application with us

The following information applies both to applications submitted via our applicant portal (https://apply.workable.com/smartreporting/) and to applications submitted by e-mail, conventional mail or other channels. The following paragraphs inform you which personal data we process as part of the application process. We use a service provided by Workable Software Limited ("Workable"), 5 Golden Square, 5th Floor, London, W1F 9BS, United Kingdom, as an applicant portal. For details on the processing of your personal data by Workable, please refer to the provider's Privacy Policy, which you can view at https://www.workable.com/privacy.

Via https://www.smart-reporting.com/en/company/careers or via announcements elsewhere, you will receive information on our currently vacant positions, for which you can apply via the established applicant portal.

We will process your application documents in accordance with the following provisions as part of the application process and pass on your data to the employees involved in the selection process if this is necessary for the specific application process. Ultimately, it is always people who decide on your employment with us; fully automated decision-making does not take place.

For the conclusion of an employment contract with us, the provision of meaningful application documents by you is required. We process the following categories of data on our applicants:

  • Correspondence (e-mails, etc.)

  • Submitted application documents

  • Evaluation of applicants

The personal data and documents provided by you as part of the application process, as well as notes prepared by us, are processed by us exclusively for the purposes of processing your application, i. e. primarily for deciding whether you should be hired and, if so, for which position and under which conditions. Your data will be processed by us in accordance with the applicable data protection regulations. Your data will only be passed on to third parties out-side our company in this context in exceptional cases if you give your separate consent or if there is a legal obligation to do so.

The legal basis for the processing of personal data in an application procedure is Art. 6 para. 1 sentence 1 letter b of the GDPR as well as Sect. 26 para. 1 of the German Federal Data Protection Act (BDSG), as the processing of your data is necessary for the implementation of pre-contractual measures, namely the decision on the establishment of an employment relationship. If you consent to the further storage of your personal data in our applicant pool after the - for the time being unsuccessful - conclusion of the application process, the legal basis for the associated further processing is your consent pursuant to Art. 6 para. 1 sentence 1 letter a of the GDPR. You can revoke your consent at any time with effect for the future without giving reasons. In our company, vacancies are usually filled in cooperation with the relevant employees in the teams. If, at the time of your application, we have other vacancies that match your applicant profile, we may also forward your application to the employees responsible for these positions. If you do not agree to your application being forwarded, please let us know when you apply or by email. All employees involved in our staffing process are obligated to maintain data secrecy in accordance with the applicable data protection regulations.

With an unsolicited application, you are not applying for a specifically announced position, but are showing your general interest in working for our company. In this case, we will respond to your application to indicate the positions for which we consider your applicant profile suitable and to which departments or teams we will forward your application, so that you are informed about who has access to your personal data. If your application has led to an employment with us, your data will be taken over and processed for the new employment relationship insofar as it is necessary for the establishment and implementation of the employment relationship. In the event of a rejection, we will keep your personal data and documents with us for six (6) months in order to be able to process any queries relating to your application and our rejection. In this case, your data will be deleted six (6) months after the end of the application process with us. In the event that you have consented to further processing of your personal data in our applicant pool, the data will be deleted when it is no longer necessary for the purposes for which it was collected and processed to that extent, as a rule after a period of two (2) years after inclusion in the applicant pool. You may withdraw your application with us at any time. To do so, please send us an email to your contact person in our company. Please note that for legal reasons, it is not possible for us to delete all data relating to your application immediately, as we must retain certain data for a period of six (6) months in order to comply with legal requirements. If you have any questions or suggestions regarding our application process, please contact your contact person in our company or info@smartreporting.de.

14. Services subject to registration
Services that require a user registration such as a newsletter or our services for assistance with structured online reporting may be subject to additional data protection regulations to which reference will be made during the registration process.

15. Recipients of personal data
We will only disclose your personal data to external third parties, if this is required for the processing or handling of your concern, if this is permitted based on another legal basis, or if you have granted your consent. External recipients may include but are not limited to service providers that we use in the provision of services, for instance in the area of technical infrastructure and the maintenance of our website. These processors will be carefully selected. They shall use the data exclusively for the purposes indicated by us and in accordance with our instructions.
In the event data is transmitted to third parties whose registered office, place of residence, or place of data processing is not within a member state of the European Union or another country that is a party to the Agreement on the European Economic Area, we will ensure prior to passing on your data that, except for the statutorily permitted exceptions, the recipient complies with a reasonable level of data protection or that you have provided your sufficient consent.

16. Storage period
We will store your personal data only as long as required for the fulfillment of the lawful purposes established for or compatible with the processing or – if a consent was granted – as long as you do not withdraw your consent. In the event of a withdrawal of consent or an objection, we will delete your personal data unless its further processing is permitted or even mandatory under the relevant statutory provisions (e. g., due to retention periods under trade or tax law). We will also delete your personal data if we are obliged to do so subject to statutory requirements.

 

III. Your rights as a data subject


1. As a data subject, you have numerous rights. These include, but are not limited to the following rights:

a) Right of access (Article 15 of the GDPR): You have the right to require us to provide in-formation on the data stored about you.
b) Right to rectification (Article 16 of the GDPR): You may demand that we rectify inaccurate personal data.
c) Right to erasure (Article 17 of the GDPR): You may demand that we erase or delete any data that has been unlawfully processed.
d) Right to restriction of processing (Article 18 of the GDPR): You may demand that we re-strict the processing of your data, specifically, that we “block” data where their processing is disputed.

e) Right to data portability (Article 20 of the GDPR): If you provide data to us under an agreement or based on a consent, you may demand the provision of the data submitted by you in a structured, common, and machine-readable format, or that we transmit this information to another controller.
f) Objection to data processing where “legitimate interest” is the legal basis (Article 21 of the GDPR): If reasons exist that are based on grounds relating to your particular situation, you may object at any time to the processing of personal data by us, to the extent that the “legitimate interest” is the legal basis for this processing. If you should exercise your right to object, we will discontinue the processing of your data, unless we are able to show that there are compelling reasons that allow the continued data processing and outweigh your rights. In the event of direct marketing based on legitimate interests, we will generally comply with your objection and shall discontinue the corresponding processing of your data. Please note that you need to make certain browser settings, as de-scribed above, if you wish to object to cookies.
g) Withdrawal of consent (Art. 7 para. 3 of the GDPR): If you have granted your consent to the processing of your data you may withdraw this consent at any time with effect for the future. The legitimacy of the processing of your data until the date of your withdrawal remains unaffected.
h) Right to lodge complaints with a supervisory authority (Art. 77 of the GDPR): Further-more, you have the right to lodge a complaint with the competent supervisory authority, if you consider that the processing of your personal data violates the applicable statutory provisions, rules, and regulations. In this case, you may contact the data protection authority having competence at your place of residence or in your country or the data protection authority having competence at our place of business.

2. Furthermore, we are obligated to inform all recipients to whom we have disclosed data about any rectification or deletion of data or the restriction of its processing that occur in accordance with the Articles 16, 17 par. 1, 18 of the GDPR (Right to be forgotten). However, this obligation shall not apply, if this notification is not possible or only with a disproportionate amount of effort. Notwithstanding this fact, you have the right to obtain information on these recipients.

3. You are only entitled to the rights described above subject to the condition precedent that the applicable legal requirements have been complied with, including those that are not explicitly mentioned in the above explanations.

4. You must assert any claims as a data subject against Smart Reporting GmbH. However, with regard to you rights you may also contact our data protection officer.

 

IV. Version and reviews of this Privacy Policy


1. This Privacy Policy becomes effective on October 11th 2021.
2. Due to the further development of technology, of our services, and/or organization and due to changed legal and/or official requirements it may be necessary to review and amend this data protection information. The current version of our Privacy Policy as retrievable from our website on the date of your visit to our website shall apply.