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Privacy Notice for customers, other contractual partners and interested parties

flexword Germany GmbH
Neckarauer Straße 35-41
68199 Mannheim, Deutschland
Local Court of Mannheim / HRB 731056
Managing Director: Goranka Miš-Čak

Dear customer, dear interested party, dear contractual partner,

In accordance with the provisions of Articles 13, 14 and 21 of the General Data Protection Regulation (GDPR), we hereby inform you about the processing of your personal data and your rights under data protection law in this regard. Which data is processed in detail and how it is used depends largely on the requested or agreed services. In order to ensure that you are fully informed about the processing of your personal data within the scope of the performance of a contract or the implementation of pre-contractual measures, please take note of the following information.

1. DATA CONTROLLER WITHIN THE MEANING OF DATA PROTECTION LAW

flexword Germany GmbH
Neckarauer Straße 35-41
68199 Mannheim, Deutschland
E-Mail: bewerbung@flexword.de

2. CONTACT DETAILS OF OUR DATA PROTECTION OFFICER

PROLIANCE GmbH / datenschutzexperte.de
Datenschutzbeauftragter
Leopoldstr. 21
80802 München
E-Mail: datenschutzbeauftragter@datenschutzexperte.de

3. PURPOSES AND LEGAL BASIS OF DATA PROCESSING

We process your personal data in accordance with the provisions of the European General Data Protection Regulation (GDPR) and the German Federal Data Protection Act (BDSG), insofar as this is necessary for the establishment, execution and performance of a contract and for the execution of pre-contractual measures. Insofar as personal data is required for the initiation or execution of a contractual relationship or in the context of the execution of pre-contractual measures, processing is lawful pursuant to Art. 6 para.1 (b) GDPR. 1 lit. (b) GDPR.

If you give us your explicit consent to process personal data for specific purposes (e.g. transfer to third parties, evaluation for marketing purposes or advertising by e-mail), the lawfulness of this processing is given on the basis of your consent in accordance with Art. 6 para. 1 (a) of the GDPR. You may withdraw your consent at any time with future effect (see section 9 of this privacy notice). 1 lit. (a) of the GDPR. You may withdraw your consent at any time with future effect (see section 9 of this privacy notice).

If necessary and legally permissible, we process your data beyond the actual contractual purposes for the performance of legal obligations pursuant to Art. 6 para. 1 (c) GDPR. 1 lit. c) GDPR. In addition, processing may be carried out to protect the legitimate interests of us or third parties, as well as to defend against and assert legal claims pursuant to Art. 6 para. 1 1 lit. f) GDPR. If necessary, we will inform you separately, stating the legitimate interest, insofar as this is required by law.

4. CATEGORIES OF PERSONAL DATA

We only process data that is related to the establishment of the contract or the pre-contractual measures. This may be general data about you or persons in your company (name, address, contact details, etc.) as well as any other data that you provide to us in the context of establishing the contract.

In addition, personal data may also be contained in documents/texts to be translated that you provide us as part of the fulfillment of translation or interpreting orders. The processing of personal data in the context of a translation or interpreting order is limited to the analysis, translation and adaptation of the texts and documents provided or to interpreting. If the texts and documents provided contain personal data, these will not be processed by us beyond the agreed translation or interpreting purpose.

5. RECIPIENT OF THE DATA

We process personal data that we receive from you in the course of contacting you or establishing a contractual relationship or in the course of pre-contractual measures or that you provide via our online contact form on our website (https://www.flexword.de/kontakt/) or online order form (https://appserver.flexword.de:50106/flexSavvy/)

6. RECIPIENT OF THE DATA

We disclose your personal data within our company only to those departments and persons who need this data to perform contractual and legal obligations or to implement our legitimate interest.

We may transfer your personal data to our affiliated companies to the extent permitted by the purposes and legal bases set out in Section 3 of this Privacy Information Sheet.

Your personal data is processed on our behalf on the basis of order processing agreements in accordance with Art. 28 of the GDPR. In these cases, we ensure that the processing of personal data is carried out in accordance with the provisions of the GDPR. The categories of recipients in this case are Internet service providers, providers of customer management systems and software or affiliated partner companies for Language Services (flexword Germany GmbH and its Spanish branch, flexword Limited in United Kingdom).

Otherwise, data is only passed on to recipients outside the company if this is permitted or required by law, if the data is passed on for processing and thus for the performance of a contract or, at your request, to carry out pre-contractual measures, we have your consent or we are authorized to provide information. Under these conditions, recipients of personal data may be, for example:

7. TRANSMISSION TO A THIRD COUNTRY

A transfer of personal data to countries outside the EEA (European Economic Area) or to an international organization will only take place if this is necessary for the processing and thus the performance of the contract or, at your request, for the performance of pre-contractual measures, the transfer is required by law or you have given us your consent. Recipients in these cases may include affiliated companies: flexword D.O.O. (for DTP and terminology services, invoicing, IT services).

8. DURATION OF DATA STORAGE

To the extent necessary, we process and retain your personal data for the duration of our business relationship or for the performance of a contract. This also includes the initiation of a contract and the execution of a contract.

In addition, we are subject to various retention and documentation obligations arising from the German Commercial Code (HGB) and the Fiscal Code of Germany (AO), among other things. The retention and documentation periods prescribed there are two to ten years.

Finally, the retention period also depends on the statutory limitation periods, which, for example, according to Sections 195 et seq. of the German Civil Code (BGB), are generally three years, but in certain cases can be up to 30 years.

9. YOUR RIGHTS

Every data subject has the right of access under Article 15 GDPR, the right to rectification under Article 16 GDPR, the right to erasure under Article 17 GDPR, the right to restriction of processing under Article 18 GDPR, the right to notification under Article 19 GDPR, and the right to data portability under Article 20 GDPR.

In addition, you have the right to lodge a complaint with a supervisory authority pursuant to Art. 77 GDPR if you are of the opinion that the processing of your personal data is not lawful. The right of appeal is without prejudice to any other administrative or judicial remedy.

If the processing of data is based on your consent, you are entitled to withdraw your consent to the use of your personal data at any time in accordance with Art. 7 of the GDPR. Please note that the withdrawal is only effective for the future. Processing that took place before the withdrawal is not affected. Please also note that we may retain certain data for a certain period of time in order to comply with legal provisions (see section 8 of this privacy notice).

Right of objection:

Insofar as the processing of your personal data is carried out for the protection of legitimate interests in accordance with Art. 6 para.1 1 lit. f of the GDPR, you have the right, in accordance with Art. 21 of the GDPR, to object to the processing of this data at any time for reasons arising from your particular situation. We will then no longer process this personal data unless we can prove compelling legitimate reasons for the processing. These must override your interests, rights and freedoms,

or the processing must serve the assertion, exercise or defence of legal entitlements.

In individual cases, we process your personal data for the purpose of direct marketing. You have the right to object to the processing for such direct marketing purposes at any time. This also applies to profiling, insofar as it is related to this direct marketing. If you object to processing for the purpose of direct marketing, we will no longer process your personal data for these purposes.

To protect your rights, you can contact us using the contact details provided in section 1.

10.NECESSITY OF PROVIDING PERSONAL DATA

The provision of personal data for the decision on the conclusion of a contract, the performance of a contract or for the implementation of pre-contractual measures is freely given. However, we can only make a decision in the context of contractual measures if you provide such personal data that is required for the conclusion of a contract, the performance of a contract or pre-contractual measures.

11. AUTOMATED DECISION-MAKING

For the establishment, performance or implementation of the business relationship as well as for pre-contractual measures, we generally do not use fully automated decision-making pursuant to Art. 22 GDPR. Should we use these procedures in individual cases, we will inform you separately or obtain your consent, if this is required by law.

Last updated on: October 01, 2024

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