Privacy Policy

The protection and security of personal information is very important to us. Therefore, we would like to inform you about the collection, storage and use of your personal data and your rights in accordance with the General Data Protection Regulation (GDPR).

Name and contact details of the controller

Controller for the collection, storage and use of your personal data referred to in Article 4 (7) GDPR is

PICOS GmbH, Product Integrated Complete Organization Systems
Mühlgasse 12
77933 Lahr
Deutschland / Germany
Phone: 0 78 21 – 91 99 0
Fax: 0 78 21 – 91 99 26
E-mail: info@picos-software.com
Managing Directors: Doris Overink, Christian Reese

Categories of data processing

The data processing by PICOS GmbH can essentially be divided into two categories:

Personal data are processed on the basis of our legitimate interests, for purposes of a request, for subsequent questions, in the context of a contract initiation and the execution of an order or the performance of a contract.

By accessing our website, various information is exchanged between your device and our server. This may also be personal data. By using our contact forms and our services through our website, personal data are also collected. These are described in more detail below.

Collection, storage and use of personal data

Personal data will be collected or processed from your interactions via electronic communication tools such as e-mail, phone, telefax or by mail through postal offices as well as from your participation in events, such as training or workshops, if you provide this information e.g. in relation with (pre-)sales inquiries, orders or participation in an event.

This includes the following general information, for example:

Company name
Contact person (salutation, first name, last name)
Address
E-mail address
Phone number (landline and / or mobile)
If necessary fax number
Generally available company data, e.g. processed products, number of employees

In addition, we store and process

Contractual data (e.g. subject matter, duration, customer category)
Payment details (e.g., bank details, payment history)

from our customers and business partners for the purpose of providing contractual agreements, service and customer care, marketing, advertising and market research.

The collection of personal data takes place

to identify you as a prospective customer, customer, cooperation partner or supplier
to consult you adequately
to inform you about e.g. updates, training courses, also via newsletter
for purposes of permissible direct mail
to correspond with you
to contact you by phone
to provide downloads of our products to you online
to fulfill our contractual obligations to you
to meet our legal obligations
for invoicing or, if necessary, in case of a dunning process
to assert any claims against you

The collected personal data will be retained for the duration of record retention and then deleted. This does not apply if we are obliged to store for longer periods due to tax or commercial storage requirements (according to HGB, StGB or AO) or if you have consented to a storage beyond that.

Data transmission / data logging

Every access to a page on our website and other requests to our web server are automatically logged. The data contain e.g.

Timestamp of access
IP address of the requesting device
URL
Status code
User agent, which may also contain the operating system used and its version as well as the web browser and its version

Website

When accessing a page on our website, the referrer URL is stored in addition to the data mentioned above.

While you are logged in on our website, your accesses to pages on our website are stored additionally with your user name.

With this "tracking" measure we want to ensure a design which meets the demands of our users and also the continuous optimization of our website. Logging is also used for purposes of statistical data collection.

As part of the registration process, we ask for your consent to tracking. This consent is voluntary. If you do not want to give your consent to this, then do not click on the appropriate box. Your data will then be logged anonymously.

Web service

When using our online licensing, online update and online notification through our web service, the following data are collected and stored for example:

Company name
Account ID (dongle or e-mail-address)
Product name
Product flavor
Build ID (version)
Web services
Licenced features

Storage

This data are collected and stored until automated deletion (after approximately 3 months). The storage of the data is done for security reasons, e.g. to clarify cases of abuse. If data must be retained for reasons of proof, it will be exempted from deletion until the incident is settled completely.

A transfer to third parties, for commercial or non-commercial purposes, does not take place.

Contact

If you have any questions, you can contact us by sending an e-mail to info@picos-software.com or by using the contact form on our website.

Your provided personal data are given voluntarily. The following data are collected and stored:

Salutation
Name
E-mail-address

Please fill in your phone number, if you would like us to contact you by phone.

Your consent to process your personal data is obtained when you use our contact form.

User account

Registration

On our website, we provide special contents and services to our authorized users, such as

FAQ's (= frequently asked questions)
Change logs
Downloads i.e. software-updates

You can register and thus create a user account to use these special contents and services.

We process your data in connection with your inquiry, in case follow-up questions arise, in connection with pre-sales processing, the completion of an order or the fulfillment of a contract as well as for the purpose of providing the user account.

As part of the registration process, we ask for your consent to process your personal data.

At the same time, we ask for your consent to tracking, which means that your user name is logged with every access to a page on our website. This consent is voluntary.

If you do not want to give your consent to this, then do not click on the appropriate box. Your accesses will then be logged anonymously.

By registering on and using our website, you agree to the terms of this directive for the protection of personal data (Privacy Policy).

The following personal data are collected and stored during registration:

User name
E-mail-address
Company name
Last name, first name (optional)
Phone (optional)
Postal address
Timestamp of registration

As part of use of the user account, we store timestamps of your last login and last access.

The storage of personal data is based on our legitimate interests as well as the user's interest in protection against misuse and other unauthorized use. A transfer of these data to third parties does not take place, unless it is necessary for the prosecution of our claims or there is a legal obligation in accordance with. Art. 6 para. 1 lit. c DSGVO.

After activation of your user account, you will only need your user name and password to log in for the access to customer-specific contents and services.

Objection and removal possibility, change of your data

As a user, you have the option to terminate your user account at any time.

If you terminated your user account, your data, referring to your user account, will be deleted, subject to a statutory retention requirement.

You can modify the data stored about you and your consent to tracking (set or remove) at any time (after your login under "my account", then "edit").

Cookies

We use a so-called „cookie“ exclusively for your login on our website.

This cookie is a small text file which is stored on your hard drive only while you are logged in on our website. This cookie is deleted automatically when logging out.

In case you do not log out, this cookie will be deleted when you exit your browser, depending on the setting of your browser program.

This cookie does not contain information stored about you and does not affect your device or your files. Most browsers are set to automatically accept cookies. However, you can disable the storage of cookies or set your browser to alert you when sending cookies.

Please note that, if you disable or delete the cookie, the login on our website does not work.

In order to get informed, e.g. about new program features, current updates, changes to master data or training courses and for the purpose of permissible direct mail, you can sign up for our free newsletter sent at irregular intervals. Please use the newsletter form on our website to subscribe.

The e-mail address used for your subscription will only be activated for the newsletter when you activate the confirmation link in the confirmation e-mail sent to the specified address. Your data will not be shared with third parties.

If you no longer wish to receive our newsletter, you can unsubscribe at any time for the future either in the newsletter itself or here.

Online licensing

In order to use our software products to the extent contractually acquired, there is the possibility of online licensing through our web service.

The following personal data are collected and stored:

E-mail address
Password (encrypted/hash)
Company name
Salutation
Name, first name
Address

With the use of online licensing, the allocation of the used license will be stored by the web service as long as the program is used, in addition to the data mentioned above. Likewise, the program usage is logged. When leaving the program, the entries for the allocation of the license are deleted.

The allocation and deallocation of the license is logged with the time, IP address, e-mail address, name of the company and the name of the allocated feature. These entries will be deleted automatically after 3 months.

Disclosure of data to third parties

Your data will not be shared with third parties, unless

disclosure is required by law
you have approved the disclosure of your data e.g. for the purpose of establishing contact
the transfer is necessary for the performance of the contract, e.g. forwarding your address to shipping companies

Your Rights as the data subject

Of course you have rights in relation to the collection of your data. The use and implementation of these rights is free of charge for you.

Right of withdrawal: You may withdraw your consent to the collection and use of data at any time. Please send us an e-mail or a fax. This right applies with effect for the future. The data collected up to the time where the revocation takes effect remains unaffected.
Right to obtain information: In accordance with applicable law, you can always ask us in writing whether and which personal data we have stored about you.
Right to rectification: You have the right to obtain the rectification of inaccurate personal data and to have incomplete personal data completed.
Right to erasure: You have the right to obtain the erasure of your personal data stored with us, if these are no longer necessary for the purposes for which they were collected or otherwise processed, or if you withdraw your consent or if you object to the processing and there are no legitimate grounds for processing. If the deletion is not possible for legal or technical reasons, the data will be blocked for further processing.
Right to restriction of processing: You have the right to obtain a restriction of processing from us, if the accuracy of the personal data is contested by you, for a period enabling us to verify the accuracy of the personal data, if the processing is unlawful and you oppose the erasure of the personal data and request the restriction of their use instead. You also have this right if we no longer need the personal data for the purposes of the processing, but they are required by you for the establishment, exercise or defence of legal claims. You also have this right if you objected to processing pursuant to Article 21(1) pending the verification whether the legitimate grounds of our complany (controller) override yours. Where processing has been restricted, such personal data shall - with the exception of storage - only be processed with your consent or for the establishment, exercise or defence of legal claims or for the protection of the rights of another natural or legal person or for reasons of important public interest of the Union or of a Member State. If you obtained restriction of processing your personal data you shall be informed by the controller before the restriction of processing is lifted.
Right to data portability: you have the right to receive the personal data, which you provided to us, in a structured, commonly used and machine-readable format and you have the right to have those data transmitted to another controller through us, where technically feasible.
Right to appeal: You have the right to file a complaint with the responsible data protection authority if you are a resident of a European Union member state.
The State Data Protection Officer can be reached at the following address:
The State Commissioner for Data Protection and Freedom of Information Baden-Württemberg
House address: Königstrasse 10 a, 70173 Stuttgart
Postal address: PO Box 10 29 32, 70025 Stuttgart
Phone: 0711 / 615541-0
Fax: 0711 / 615541-15
E-mail: poststelle@lfdi.bwl.de
Internet: https://www.baden-wuerttemberg.datenschutz.de

Your right to object

You shall have the right to object, on grounds relating to your particular situation, at any time to the processing of personal data concerning you, unless we can demonstrate compelling legitimate grounds for processing which override your interests, rights and freedoms, or the processing serves the assertion, exercise or defense of legal claims.

Where personal data are processed for direct marketing purposes, you shall have the right to object at any time to processing of personal data concerning you for such marketing.

If you would like to exercise your right of objection, a text message is sufficient. So you are welcome to write us a fax or to e-mail us. Our contact details can be found at the top of this privacy policy.

Security of your data

Your personal data made available to us are protected with current security measures so that they are inaccessible to an unauthorized third party.

Every access to our website as well as all data transfers are encrypted.

Passwords are stored as a safe hash, each with its own salt.

However, complete protection of your data can not be guaranteed as security gaps in the Internet can not be excluded.

Your personal data made available to us are protected with current security measures so that they are inaccessible to an unauthorized third party. However, complete protection of your data can not be guaranteed as security gaps in the Internet can not be excluded.

When sending very sensitive data or information, it is recommended to use the post office, as perfect data security can not be guaranteed by e-mail.

You are obliged to treat your access data for the use of our services confidentally and to make sure that no unauthorized third party gains access to that data.

Changes to this Privacy Policy

Because new technologies and the ongoing evolution of our website may alter this privacy policy, we encourage you to review the privacy statement periodically.

If you have any questions about this privacy policy, please contact us via our contact page or send an e-mail to info@picos-software.com.

Effective: July, 23rd 2018

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