{"id":54522,"date":"2023-03-14T20:29:56","date_gmt":"2023-03-14T19:29:56","guid":{"rendered":"https:\/\/www.convivo.com\/datenschutzerklaerung\/"},"modified":"2026-03-19T10:24:31","modified_gmt":"2026-03-19T09:24:31","slug":"privacy-policy","status":"publish","type":"page","link":"https:\/\/www.convivo.com\/en\/privacy-policy\/","title":{"rendered":"Privacy policy"},"content":{"rendered":"\n

Privacy Policy<\/h1>\n\n

Website Privacy Policy and Notice to Data Subjects pursuant to Articles 13 and 14 of the EU General Data Protection Regulation<\/h2>\n\n

1. General Information<\/h2>\n\n

Information about the data controller:<\/strong>Company: convivo GmbHLegal representative: Mark SchultzeAddress: Franz-Ehrlich-Str. 11, 12489 BerlinContact: convivo-datenschutz@convivo.comContact information for the Data Protection Officer:<\/strong>Dr. Sebastian KraskaMarienplatz 2, 80331 MunichEmail: email@iitr.de<\/p>\n\n

2. General Data Processing Procedures<\/h2>\n\n

Data Subject Information:<\/strong>Personal data is collected only if you voluntarily provide it to us. No other personal data is collected. Any processing of your personal data that goes beyond the scope of the legal grounds for processing will be carried out only on the basis of your explicit consent.<\/p>\n\n

Purpose of processing:<\/strong>Performance of a contract<\/p>\n\n

Categories of recipients:<\/strong>\u2013 Public authorities, where required by applicable law.\u2013 External service providers or other contractors\u2013 Other external entities, provided the data subject has given consent or the transfer is permitted on the grounds of a legitimate interest.<\/p>\n\n

Transfers to third countries:<\/strong>In the course of performing the contract, processors located outside the European Union may also be used.<\/p>\n\n

Data Retention Period:<\/strong>The data retention period is determined by statutory retention requirements and is generally 10 years for order processing and contract fulfillment. Personal data will be deleted as soon as the purpose for which it was collected no longer applies.<\/p>\n\n

3. Specific data processing procedures for the website<\/h2>\n\n

Use of our own cookies necessary for displaying the website<\/strong>This website uses its own cookies to store settings necessary for displaying the website (cookies are data records sent by the web server to the user\u2019s browser and stored there for later retrieval). No personal data is stored in our own \u201ccookies.\u201d You can generally prevent the use of \u201ccookies\u201d by disabling the storage of \u201ccookies\u201d in your browser.<\/p>\n\n

Website Analysis via Matomo<\/strong>We use the Matomo tool to tailor our website to your needs. This is a web analytics service. To track and analyze the use of our website, usage data is transmitted to our server and stored for analytical purposes. During this process, your IP address is processed in a truncated form, thereby anonymizing it. If you wish to prevent processing for analysis purposes, you can object at any time with a single click. In this case, a so-called opt-out cookie without usage data will be stored in your browser, which means that Matomo will not collect any session data.<\/p>\n\n

Please note: If you delete your cookies, this will also delete the opt-out cookie, which you may need to re-enable.<\/p>\n\n

CONTACT FORM & EMAIL CONTACT<\/s><\/strong><\/p>\n\n

Data Collected:<\/strong>Our website features a contact form that can be used to contact us electronically. The data collected includes:\u2013 Name\u2013 Email address\u2013 Message (free-text field)<\/p>\n\n

When the message is sent, the following data is also stored:\u2013 The user\u2019s IP address\u2013 Date and time of registration<\/p>\n\n

Alternatively, you can contact us via the email address provided. In this case, the user\u2019s personal data included in the email will be stored. <\/p>\n\n

Purpose of processing:<\/strong>Processing of contact requests<\/p>\n\n

Categories of recipients:<\/strong><\/p>\n\n

We will not share your information without your consent.If you provide your email address and\/or phone number, we will contact you via email and\/or phone to address your inquiry.<\/p>\n\n

\u2013 Government agencies, where applicable laws require it.\u2013 Internal departments: Executive Management, Account Management, Back Office<\/p>\n\n

Transfers to third countries:<\/strong>-None-<\/p>\n\n

Data Retention Period:<\/strong>Personal data will be deleted as soon as the purpose for which it was collected no longer applies.The duration of data retention is determined by statutory retention requirements.<\/p>\n\n

4. Information on other data processing procedures<\/h2>\n\n

SPECIFIC INFORMATION ABOUT THE APPLICATION PROCESS<\/s><\/strong><\/p>\n\n

Data Collected:<\/strong>When you submit an application, the following data is stored:– Name (first and last name)– Email address– Phone number– Profiles on external job portals (LinkedIn, Indeed, etc.) (optional)– How you heard about us<\/p>\n\n

You also have the option to upload relevant documents such as a cover letter, your resume, and references. These documents may contain additional personal information such as your date of birth, address, etc.Only authorized employees from Human Resources or those involved in the application process have access to your data. <\/p>\n\n

Purpose of processing:<\/strong>If you apply to us electronically\u2014that is, via email or through our web form\u2014we will collect and process your personal data for the purpose of handling the application process and carrying out pre-contractual measures.By submitting an application on our recruiting page, you are expressing your interest in seeking employment with us. In this context, you provide us with personal data, which we use and store exclusively for the purpose of your job search\/application.<\/p>\n\n

Personal data is stored solely for the purpose of filling the vacant position for which you have applied.<\/p>\n\n

Categories of recipients:<\/strong>\u2013 Public authorities, where required by applicable laws.\u2013 Internal departments: Human Resources, Management, Account Management\u2013 Personio GmbH: HR and applicant tracking software<\/p>\n\n

Disclosure of Data to Third Parties:<\/strong>The data you provide as part of your application is transmitted using TLS encryption and stored in a database. This database is operated by Personio GmbH, which provides human resources and applicant tracking software (https:\/\/www.personio.de\/impressum\/). In this context, Personio is our data processor pursuant to Article 28 of the GDPR. The basis for this processing is a data processing agreement between us, as the data controller, and Personio.<\/p>\n\n

Transfers to third countries:<\/strong>-None-<\/p>\n\n

Data Retention Period:<\/strong>Personal data will be deleted as soon as the purpose for which it was collected no longer applies.Your data will be retained for a period of 90 days<\/strong> following the conclusion of the application process. This is generally done to fulfill legal obligations or to defend against any claims arising from legal regulations. Thereafter, we are obligated to delete or anonymize your data. In this case, the data will only be available to us as so-called metadata without direct personal reference for statistical analysis (e.g., the proportion of female and male applicants, the number of applications per period, etc.).<\/p>\n\n

In addition, with your explicit consent, we reserve the right to store your data in our \u201cTalent Pool\u201d for 12 months<\/strong> after the application process has ended, in order to identify any other positions that may be of interest to you. This also applies, for example, to applications for apprenticeships or internships.<\/p>\n\n

If you receive a job offer from us as part of the application process and accept it, we will retain the personal data collected during the application process for at least the duration of your employment.<\/p>\n\n

SPECIFIC INFORMATION REGARDING THE PROCESSING OF CUSTOMER DATA\/PROSPECT DATA<\/s><\/strong><\/p>\n\n

Data concerned:<\/strong>Data provided for the purpose of fulfilling the contract; in some cases, additional data processed based on your explicit consent.<\/p>\n\n

Purpose of processing:<\/strong>Contract performance: quotes, orders, invoicing, quality assurance<\/p>\n\n

Categories of recipients:<\/strong>\u2013 Public authorities, where required by applicable laws.\u2013 Internal departments: Executive Management, Account Management, Back Office\/Accounting, members of the project team<\/p>\n\n

Transfers to third countries:<\/strong>-None-<\/p>\n\n

Data Retention Period:<\/strong>Personal data will be deleted as soon as the purpose for which it was collected no longer applies.The data retention period is determined by statutory retention requirements and is generally 10 years.<\/p>\n\n

SPECIFIC INFORMATION REGARDING THE PROCESSING OF SUPPLIER DATA<\/s><\/strong><\/p>\n\n

Data concerned:<\/strong>Data provided for the purpose of fulfilling the contract; in some cases, additional data processed based on your explicit consent.<\/p>\n\n

Purpose of processing:<\/strong>Contract performance, including hosting, training providers, and software solutionsCategories of recipients:<\/strong>\u2013 Public authorities where required by applicable law.\u2013 External service providers or other contractors, including for data processing and hosting, accounting, and payment processing\u2013 Internal departments: Management, Back Office\/Accounting, Account Management<\/p>\n\n

Transfers to third countries:<\/strong>-None-<\/p>\n\n

Data Retention Period:<\/strong>Personal data will be deleted as soon as the purpose for which it was collected no longer applies.The data retention period is determined by statutory retention requirements and is generally 10 years.<\/p>\n\n

SPECIFIC INFORMATION REGARDING THE USE OF CHAT, VIDEO CONFERENCING, AND REMOTE MAINTENANCE SOFTWARE<\/s><\/strong><\/p>\n\n

Data Processed:<\/strong>Data provided for the use of chat and video conferencing software (specifically: first name, last name, email address; optional: audio transmission; optional: video transmission; optional: questions when using chat functions); processing of data from your system to the extent technically necessary to establish a connection with the conference software provider. In addition, it is possible that we may gain access to further personal data in the context of remote maintenance. In this regard, the data processing agreement concluded with you applies. We use any personal data accessible in the context of remote maintenance to fulfill your support request, if necessary to verify the validity of the claims you have asserted (e.g., the right to have a malfunction rectified), for billing purposes, and to prove that the remote maintenance session was conducted.<\/p>\n\n

Purpose of processing:<\/strong>To enable employees, customers, and applicants to participate in video conferences, informal communication via chat, webinars, or screen sharing (displaying screen content from our computer), as well as remote maintenance (access to the customer\u2019s computer).<\/p>\n\n

Categories of recipients:<\/strong>\u2013 Public authorities, where required by applicable law.\u2013 External service providers or other contractors, including for data processing and hosting. Other external parties where the data subject has given consent or where disclosure is permitted in the public interest.\u2013 Internal departments: Administration, Account Management<\/p>\n\n

Transfers to third countries:<\/strong>Processors located outside the European Union are used (in this case, a U.S. company headquartered in Redmond, WA 98052, USA); standard contractual clauses have been entered into with the service provider accordingly.<\/p>\n\n

Data Retention Period:<\/strong>Personal data will be deleted as soon as the purpose for which it was collected no longer applies.Video conferences will only be recorded with the participants\u2019 prior documented consent.Technical data will be deleted once it is no longer required.Data will also be blocked or deleted when a retention period prescribed by the aforementioned standards expires, unless there is a need to continue storing the data for the conclusion or fulfillment of a contract.<\/p>\n\n

5. Guidelines for Using the Chat and Video Conferencing System<\/h2>\n\n

What can I use online meetings and chats for?<\/strong>Although it can generally be assumed that the chat and video conferencing system will be used in compliance with data protection laws, it is a cloud-based service provided by an external U.S. contractor. In this respect, convivo GmbH is dependent on the provider\u2019s compliance. According to the provider\u2019s statements, meeting content is not stored or monitored in any way. Although it can generally be assumed that the chat and video conferencing system will be used in compliance with data protection laws, it is a cloud-based service provided by an external U.S. contractor. In this respect, convivo GmbH relies on the provider\u2019s compliance. According to the provider\u2019s statements, meeting content is not stored or monitored in any way. No sensitive, confidential, or secret content or data may be processed during online meetings and chats. Care must therefore be taken to ensure that, when using Teams, no personal data or content requiring special protection is processed, or that it is processed only in anonymized form. Examples of permitted uses of online meetings and chats are listed below. Please note that any communication may contain sensitive data.<\/p>\n\n

What is sensitive data?<\/strong>Particularly sensitive or confidential data includes, in particular, the categories of data specified in Article 9 of the GDPR, such as health data, data revealing racial or ethnic origin, religious or philosophical beliefs, and information regarding sexual orientation. This also includes data subject to legal or other confidentiality, non-disclosure, or secrecy regulations, as well as personnel file data. Therefore, you should check before each use whether Teams is suitable for the anticipated conversation content.<\/p>\n\n

Possible Use of Online Meetings and Chats<\/strong>Online meetings and chats may be used provided that no sensitive personal data or content is processed.<\/p>\n\n

Restricted Use of Online Meetings and Chats<\/strong>The more likely it is that sensitive or confidential data will be processed, the more necessary it is to anonymize the content when using online meetings and chats. In some cases, the use of online meetings and chats may not be permitted or may require the consent of the participants.<\/p>\n\n

6. Rules for Using Online Meetings and Chats<\/h2>\n\n

No Recording of Online Meetings<\/strong>The chat and video conferencing solution used by convivo allows users to record online meetings. Apart from their own presentation (which may include webcam video), participants are generally not permitted to record video or audio from other participants. The respective meeting organizers are responsible for ensuring compliance with legal requirements. Additionally, we will investigate to what extent this feature can be disabled in Teams via settings. Recordings using external tools are also not permitted!<\/p>\n\n

Privacy Settings for Each Participant<\/strong>Each user must review their personal privacy settings in the chat and video conferencing solution used by convivo and adjust them as needed. For example, location sharing can be disabled.To ensure that the video feed is visible to everyone and thus enable constructive communication (nonverbal communication), participants have the option to use virtual backgrounds.<\/p>\n\n

Basic Safety Rules<\/strong>– Do not share any sensitive, confidential, or classified content or data; these should continue to be sent via other secure channels as before– Do not record the meetings– Do not monitor participants’ attention levels, i.e., whether participants are following the conference or webinar<\/p>\n\n

Further information and contact details<\/h2>\n\n

You may exercise your rights to access, rectify, or erase your data, to restrict processing, to object to processing, or to data portability at any time. HERE<\/a> you will find the option to contact us by email or letter. You also have the right to lodge a complaint with the data protection supervisory authority.<\/p>\n","protected":false},"excerpt":{"rendered":"

Privacy Policy Website Privacy Policy and Notice to Data Subjects pursuant to Articles 13 and 14 of the EU General Data Protection Regulation 1. General Information Information about the data controller:Company: convivo GmbHLegal representative: Mark SchultzeAddress: Franz-Ehrlich-Str. 11, 12489 BerlinContact: convivo-datenschutz@convivo.com Contact information for the Data Protection Officer:Dr. Sebastian KraskaMarienplatz 2, 80331 MunichEmail: email@iitr.de 2. […]<\/p>\n","protected":false},"author":12,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"footnotes":""},"class_list":["post-54522","page","type-page","status-publish","hentry"],"acf":[],"yoast_head":"\nconvivo GmbH – Privacy policy<\/title>\n<meta name=\"description\" content=\"Your data, our responsibility. 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