Kanban Project Managment Tool

Privacy Policy

Preamble

With the following privacy policy, we aim to inform you about the types of personal data (hereinafter also referred to as "data") we process, for what purposes, and to what extent. This privacy policy applies to all processing of personal data carried out by us, both in the context of providing our services and, in particular, on our websites, in mobile applications, and within external online presences, such as our social media profiles (hereinafter collectively referred to as the "Online Offer").

The terms used are gender-neutral.

As of: January 22, 2025

Table of Contents

Controller

Robby Runge, Aldin Dobric, Simon Burlet
Weinbergstrße 53
04838 Eilenburg, Germany

Email Address: robbyrunge@yahoo.com

Overview of Processing Activities

The following overview summarizes the types of data processed and the purposes of their processing and references the data subjects.

Types of Processed Data

  • Inventory data.
  • Contact data.
  • Content data.
  • Usage data.
  • Meta, communication, and procedural data.
  • Log data.

Categories of Data Subjects

  • Communication partners.
  • Users.

Purposes of Processing

  • Communication.
  • Security measures.
  • Organizational and administrative procedures.
  • Feedback.
  • Provision of our online services and user experience.
  • Information technology infrastructure.

Relevant Legal Bases

Relevant Legal Bases under the GDPR: Below, you will find an overview of the legal bases under the GDPR on which we process personal data. Please note that, in addition to the GDPR, national data protection regulations may apply in your or our country of residence or establishment. Should more specific legal bases be relevant in individual cases, we will inform you of these in the privacy policy.

  • Consent (Art. 6(1)(a) GDPR) – The data subject has given consent to the processing of their personal data for one or more specific purposes.
  • Contract performance and pre-contractual inquiries (Art. 6(1)(b) GDPR) – Processing is necessary for the performance of a contract to which the data subject is a party or for taking steps at the request of the data subject prior to entering into a contract.
  • Legitimate interests (Art. 6(1)(f) GDPR) – Processing is necessary for the purposes of the legitimate interests pursued by the controller or a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data.

National Data Protection Regulations in Germany: In addition to the GDPR, national data protection regulations apply in Germany. These include, in particular, the Federal Data Protection Act (BDSG). The BDSG contains specific provisions on the right to access, the right to erasure, the right to object, the processing of special categories of personal data, processing for other purposes, and the transmission of data, as well as automated decision-making, including profiling. Furthermore, state data protection laws of individual federal states may apply.

Security Measures

In accordance with legal requirements and taking into account the state of the art, implementation costs, and the nature, scope, context, and purposes of processing, as well as the varying likelihood and severity of risks to the rights and freedoms of natural persons, we implement appropriate technical and organizational measures to ensure a level of security appropriate to the risk.

These measures include, in particular, safeguarding the confidentiality, integrity, and availability of data by controlling physical and electronic access to the data, as well as access, input, transfer, availability, and separation of data. Additionally, we have established procedures to ensure the exercise of data subject rights, data deletion, and responses to data breaches. We also consider the protection of personal data during the development and selection of hardware, software, and processes, in accordance with the principles of data protection by design and by default.

Securing Online Connections with TLS/SSL Encryption (HTTPS): To protect user data transmitted through our online services from unauthorized access, we use TLS/SSL encryption technology. Secure Sockets Layer (SSL) and Transport Layer Security (TLS) are the cornerstones of secure data transmission on the internet. These technologies encrypt information transmitted between the website or app and the user's browser (or between two servers), ensuring that data is protected from unauthorized access. TLS, as the more advanced and secure version of SSL, ensures that all data transmissions meet the highest security standards. When a website is secured by an SSL/TLS certificate, this is indicated by the display of HTTPS in the URL. This serves as an indicator to users that their data is being transmitted securely and encrypted.

Transfer of Personal Data

In the course of our processing of personal data, it may be necessary to transmit or disclose such data to other entities, companies, legally independent organizational units, or individuals. Recipients of this data may include, for example, service providers commissioned with IT tasks or providers of services and content integrated into a website. In such cases, we comply with legal requirements and, in particular, conclude appropriate contracts or agreements with the recipients of your data to ensure the protection of your data.

International Data Transfers

Data Processing in Third Countries: If we process data in a third country (i.e., outside the European Union (EU) or the European Economic Area (EEA)) or if processing occurs in the context of using third-party services or disclosing or transferring data to other individuals, entities, or companies, this is done only in accordance with legal requirements. If the level of data protection in the third country has been recognized by an adequacy decision (Art. 45 GDPR), this serves as the basis for data transfer. Otherwise, data transfers occur only if the level of data protection is otherwise ensured, particularly through standard contractual clauses (Art. 46(2)(c) GDPR), explicit consent, or in the case of contractual or legally required transmission (Art. 49(1) GDPR). We will inform you of the bases for third-country transfers for individual providers from third countries, with adequacy decisions taking precedence. Information on third-country transfers and existing adequacy decisions can be found on the European Commission's website: https://commission.europa.eu/law/law-topic/data-protection/international-dimension-data-protection_en?prefLang=de. Under the so-called "Data Privacy Framework" (DPF), the European Commission has also recognized the level of data protection as adequate for certain companies in the U.S. under the adequacy decision of July 10, 2023. The list of certified companies and further information on the DPF can be found on the U.S. Department of Commerce's website: https://www.dataprivacyframework.gov/ (in English). We will inform you within the privacy notices which service providers we use are certified under the Data Privacy Framework.

General Information on Data Storage and Deletion

We delete personal data that we process in accordance with legal requirements as soon as the underlying consents are revoked or no further legal basis for processing exists. This applies to cases where the original purpose of processing no longer applies or the data is no longer needed. Exceptions to this rule exist if legal obligations or special interests require longer retention or archiving of the data.

In particular, data that must be retained for commercial or tax law reasons or whose storage is necessary for the enforcement of legal claims or the protection of the rights of other natural or legal persons must be archived accordingly.

Our privacy notices contain additional information on the retention and deletion of data that applies specifically to certain processing activities.

If multiple retention periods or deletion deadlines apply to a piece of data, the longest period always takes precedence.

If a period does not explicitly start on a specific date and lasts at least one year, it automatically begins at the end of the calendar year in which the triggering event occurred. In the case of ongoing contractual relationships, under which data is stored, the triggering event is the effective date of termination or other cessation of the legal relationship.

Data that is no longer needed for the original purpose but is retained due to legal requirements or other reasons is processed exclusively for the reasons justifying its retention.

Further Notes on Processing Activities, Procedures, and Services:

  • Retention and Deletion of Data: The following general retention periods apply under German law:
    • 10 years – Retention period for books and records, annual financial statements, inventories, management reports, opening balance sheets, and the work instructions and other organizational documents necessary for their understanding (§ 147(1) No. 1 in conjunction with (3) AO, § 14b(1) UStG, § 257(1) No. 1 in conjunction with (4) HGB).
    • 8 years – Accounting documents, such as invoices and receipts (§ 147(1) No. 4 and 4a in conjunction with (3) AO and § 257(1) No. 4 in conjunction with (4) HGB).
    • 6 years – Other business documents: received commercial or business letters, reproductions of sent commercial or business letters, and other documents relevant for taxation, such as timesheets, cost allocation sheets, calculation documents, price lists, as well as payroll records, insofar as they are not already accounting documents, and cash register tapes (§ 147(1) No. 2, 3, 5 in conjunction with (3) AO, § 257(1) No. 2 and 3 in conjunction with (4) HGB).
    • 3 years – Data required to consider potential warranty and compensation claims or similar contractual claims and rights, as well as related inquiries, based on past business experience and common industry practices, are stored for the duration of the regular statutory limitation period of three years (§§ 195, 199 BGB).

Rights of Data Subjects

Rights of Data Subjects under the GDPR: As a data subject, you have various rights under the GDPR, particularly under Articles 15 to 21 GDPR:

  • Right to object: You have the right to object, on grounds relating to your particular situation, at any time to the processing of your personal data based on Art. 6(1)(e) or (f) GDPR, including profiling based on these provisions. If your personal data is processed for direct marketing purposes, you have the right to object at any time to the processing of your personal data for such marketing, including profiling to the extent that it is related to such direct marketing.
  • Right to withdraw consent: You have the right to withdraw your consent at any time.
  • Right of access: You have the right to obtain confirmation as to whether or not personal data concerning you is being processed, and to access such data and other information in accordance with legal requirements.
  • Right to rectification: You have the right to request the completion or correction of inaccurate personal data concerning you.
  • Right to erasure and restriction of processing: You have the right to request the immediate deletion of personal data concerning you or, alternatively, to request the restriction of processing in accordance with legal requirements.
  • Right to data portability: You have the right to receive personal data concerning you, which you have provided to us, in a structured, commonly used, and machine-readable format, or to request its transmission to another controller.
  • Right to lodge a complaint with a supervisory authority: Without prejudice to any other administrative or judicial remedy, you have the right to lodge a complaint with a supervisory authority, particularly in the Member State of your habitual residence, place of work, or place of the alleged infringement, if you believe that the processing of your personal data violates the GDPR.

Provision of Online Services and Web Hosting

We process user data to provide our online services. For this purpose, we process the user's IP address, which is necessary to deliver the content and functions of our online services to the user's browser or device.

  • Types of Data Processed: Usage data (e.g., page views, duration of visit, click paths, intensity and frequency of use, device types and operating systems, interactions with content and functions); meta, communication, and procedural data (e.g., IP addresses, timestamps, identification numbers, involved parties). Log data (e.g., log files related to logins or data retrieval or access times).
  • Data Subjects: Users (e.g., website visitors, users of online services).
  • Purposes of Processing: Provision of our Online Offer and user-friendliness; information technology infrastructure (operation and provision of information systems and technical devices (computers, servers, etc.)). Security measures.
  • Retention and Deletion: Deletion in accordance with the information in the "General Information on Data Storage and Deletion" section.
  • Legal Basis: Legitimate interests (Art. 6(1)(f) GDPR).

Further Notes on Processing Activities, Procedures, and Services:

  • Provision of Online Offer on Rented Storage Space: For the provision of our Online Offer, we use storage space, computing capacity, and software rented or otherwise obtained from a server provider (also referred to as a "web host"); Legal Basis: Legitimate interests (Art. 6(1)(f) GDPR).
  • Collection of Access Data and Log Files: Access to our Online Offer is logged in the form of so-called "server log files." Server log files may include the address and name of the accessed web pages and files, date and time of access, amount of data transferred, notification of successful access, browser type and version, the user's operating system, referrer URL (the previously visited page), and, as a rule, IP addresses and the requesting provider. Server log files are used for security purposes, e.g., to prevent server overload (particularly in the case of abusive attacks, such as DDoS attacks), and to ensure server stability and performance; Legal Basis: Legitimate interests (Art. 6(1)(f) GDPR). Deletion of Data: Log file information is stored for a maximum of 30 days and then deleted or anonymized. Data whose further retention is necessary for evidentiary purposes is exempt from deletion until the final clarification of the respective incident.

Use of Cookies

The term "cookies" refers to functions that store and read information on users' devices. Cookies can be used for various purposes, such as ensuring the functionality, security, and convenience of online services, as well as analyzing visitor traffic. We use cookies in accordance with legal requirements. If necessary, we obtain user consent in advance. If consent is not required, we rely on our legitimate interests. This applies when storing and reading information is essential to provide explicitly requested content and functions. This includes, for example, storing settings and ensuring the functionality and security of our Online Offer. Consent can be revoked at any time. We clearly inform users about the scope and types of cookies used.

Notes on Legal Bases for Data Protection: Whether we process personal data using cookies depends on consent. If consent is given, it serves as the legal basis. Without consent, we rely on our legitimate interests, as explained in this section and in the context of the respective services and procedures.

Storage Duration: The following types of cookies are distinguished based on storage duration:

  • Temporary cookies (also: session or session cookies): Temporary cookies are deleted at the latest after a user leaves an Online Offer and closes their device (e.g., browser or mobile application).
  • Permanent cookies: Permanent cookies remain stored even after the device is closed. For example, the login status can be saved, and preferred content can be displayed directly when the user revisits a website. Similarly, user data collected through cookies can be used for reach measurement. If we do not provide users with explicit information on the type and storage duration of cookies (e.g., when obtaining consent), they should assume that these are permanent and that the storage duration can be up to two years.

General Notes on Withdrawal and Objection (Opt-Out): Users can withdraw their consent at any time and object to processing in accordance with legal requirements, including through the privacy settings of their browser.

  • Types of Data Processed: Meta, communication, and procedural data (e.g., IP addresses, timestamps, identification numbers, involved parties).
  • Data Subjects: Users (e.g., website visitors, users of online services).
  • Legal Basis: Legitimate interests (Art. 6(1)(f) GDPR). Consent (Art. 6(1)(a) GDPR).

Further Notes on Processing Activities, Procedures, and Services:

  • Processing of Cookie Data Based on Consent: We use a consent management solution to obtain user consent for the use of cookies or the procedures and providers mentioned in the context of the consent management solution. This procedure serves to obtain, log, manage, and withdraw consent, particularly regarding the use of cookies and similar technologies used to store, read, and process information on users' devices. Within this procedure, user consent is obtained for the use of cookies and the associated processing of information, including the specific processing and providers mentioned in the consent management process. Users also have the option to manage and withdraw their consent. Consent declarations are stored to avoid repeated queries and to provide proof of consent in accordance with legal requirements. Storage occurs server-side and/or in a cookie (so-called opt-in cookie) or through similar technologies to assign consent to a specific user or their device. If no specific information is provided on the providers of consent management services, the following general notes apply: The storage duration of consent is up to two years. A pseudonymous user identifier is created, which is stored together with the time of consent, the scope of consent (e.g., concerning categories of cookies and/or service providers), and information about the browser, system, and device used; Legal Basis: Consent (Art. 6(1)(a) GDPR).

Contact and Request Management

When contacting us (e.g., via mail, contact form, email, telephone, or social media) and in the context of existing user and business relationships, the information provided by the inquiring party is processed to the extent necessary to respond to the contact request and any requested measures.

  • Types of Data Processed: Inventory data (e.g., full name, residential address, contact information, customer number, etc.); contact data (e.g., postal and email addresses or phone numbers); content data (e.g., textual or visual messages and posts, as well as related information, such as authorship or creation time); usage data (e.g., page views, duration of visit, click paths, intensity and frequency of use, device types and operating systems, interactions with content and functions). Meta, communication, and procedural data (e.g., IP addresses, timestamps, identification numbers, involved parties).
  • Data Subjects: Communication partners.
  • Purposes of Processing: Communication; organizational and administrative procedures; feedback (e.g., collecting feedback via online forms). Provision of our Online Offer and user-friendliness.
  • Retention and Deletion: Deletion in accordance with the information in the "General Information on Data Storage and Deletion" section.
  • Legal Basis: Legitimate interests (Art. 6(1)(f) GDPR). Contract performance and pre-contractual inquiries (Art. 6(1)(b) GDPR).

Further Notes on Processing Activities, Procedures, and Services:

  • Contact Form: When contacting us via our contact form, email, or other communication channels, we process the personal data provided to respond to and handle the respective inquiry. This typically includes information such as name, contact details, and any other information necessary for appropriate processing. We use this data exclusively for the stated purpose of contact and communication; Legal Basis: Contract performance and pre-contractual inquiries (Art. 6(1)(b) GDPR), Legitimate interests (Art. 6(1)(f) GDPR).

Changes and Updates

We ask you to regularly inform yourself about the content of our privacy policy. We adjust the privacy policy as soon as changes in our data processing activities require it. We will inform you if the changes require your participation (e.g., consent) or other individual notification.

If we provide addresses and contact information of companies and organizations in this privacy policy, please note that these may change over time, and we ask you to verify the information before contacting them.

Definition of Terms

In this section, you will find an overview of the terms used in this privacy policy. If the terms are legally defined, their legal definitions apply. The following explanations are intended to aid understanding.

  • Inventory data: Inventory data includes essential information necessary for the identification and management of contractual partners, user accounts, profiles, and similar assignments. This data may include personal and demographic information such as names, contact information (addresses, phone numbers, email addresses), dates of birth, and specific identifiers (user IDs). Inventory data forms the basis for any formal interaction between individuals and services, facilities, or systems by enabling unique assignment and communication.
  • Content data: Content data includes information generated during the creation, editing, and publication of content of any kind. This category of data may include texts, images, videos, audio files, and other multimedia content published on various platforms and media. Content data is not limited to the actual content but also includes metadata that provides information about the content itself, such as tags, descriptions, authorship information, and publication dates.
  • Contact data: Contact data includes essential information that enables communication with individuals or organizations. This includes, among other things, phone numbers, postal addresses, and email addresses, as well as communication means such as social media handles and instant messaging identifiers.
  • Meta, communication, and procedural data: Meta, communication, and procedural data are categories that contain information about how data is processed, transmitted, and managed. Metadata, also known as data about data, includes information that describes the context, origin, and structure of other data. It may include details such as file size, creation date, document author, and change histories. Communication data captures the exchange of information between users through various channels, such as email traffic, call logs, messages on social networks, and chat histories, including the involved parties, timestamps, and transmission paths. Procedural data describes the processes and workflows within systems or organizations, including workflow documentation, transaction logs, and audit logs used for tracking and verifying activities.
  • Usage data: Usage data refers to information that captures how users interact with digital products, services, or platforms. This data includes a wide range of information that shows how users use applications, which features they prefer, how long they stay on certain pages, and through which paths they navigate through an application. Usage data may also include frequency of use, timestamps of activities, IP addresses, device information, and location data. It is particularly valuable for analyzing user behavior, optimizing user experiences, personalizing content, and improving products or services. Furthermore, usage data plays a crucial role in identifying trends, preferences, and potential problem areas within digital offerings.
  • Personal data: "Personal data" means any information relating to an identified or identifiable natural person ("data subject"); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier (e.g., a cookie), or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural, or social identity of that natural person.
  • Log data: Log data is information about events or activities logged in a system or network. This data typically includes information such as timestamps, IP addresses, user actions, error messages, and other details about the use or operation of a system. Log data is often used for analyzing system issues, security monitoring, or generating performance reports.
  • Controller: The "controller" is the natural or legal person, public authority, agency, or other body which, alone or jointly with others, determines the purposes and means of the processing of personal data.
  • Processing: "Processing" means any operation or set of operations performed on personal data, whether or not by automated means. The term is broad and covers virtually any handling of data, including collection, analysis, storage, transmission, or deletion.

Created with the free privacy policy generator from Dr. Thomas Schwenke