Privacy statement 

Operation of the website

ATOSS collects your personal data when you visit this website in order to process your orders and inquiries, for technical and functional administration purposes, as well as to ensure the security and stability of the website and for online advertising.

For these purposes, ATOSS may also avail itself of contractors and services of third parties who process the data on behalf of and according to ATOSS' instructions in accordance with the statutory provisions. For more details please refer to the following explanations or in our integrated Consent Solution for the use of cookies.

Surveys of personal data or the transmission of personal data to state institutions and authorities shall only be conducted within the framework of mandatory national legal provisions (in particular Art. 6 para. 1 sentence 1 lit. c) GDPR) or upon a court or official order.

Supplementary information

Google Campaign Manager

On our website, we use the online marketing service "Campaign Manager 360" (formerly DoubleClick Campaign Manager). Provided by Google Ireland Limited, Google Building Gordon House, 4 Barrow Street, Dublin D04 E5W5, Ireland. To show you relevant ads, to optimize the campaign performance or to ensure that the same ads are not displayed multiple times to you, a cookie ID can be used to identify which ads were already displayed.

In addition, we use "Floodlight" conversion tracking to measure whether you do certain actions on our website after viewing or clicking on one of our ads (conversion tracking).Data collection and analysis are saved on a pseudonymous basis, therefore it is not possible to draw conclusions about your identity. The cookies, which are stored by the Campaign Manager 360 will be deleted after 90 days at the latest.

Use of Salesforce Pardot Marketing Automation ("PARDOT")

We use Pardot to record and evaluate the use of our website by website visitors and to send emails. When you visit our website, Pardot records your click path and uses it to create an individual usage profile using a pseudonym. In order to provide you with the most interesting offer or product information, it is possible to merge your personal data with the data of a pseudonymized user profile via the cookies set. Emails sent with Pardot contain so-called web beacons, which allow us to analyze user behavior, such as opening and reading emails and clicking on links. This allows us to make our offered content more relevant and interesting for you.

However, you can deactivate the creation of pseudonymized usage profiles at any time via our Consent Solution, or by configuring your Internet browser so that cookies are not accepted.

Use of Dealfront

Our website uses the technologies of Dealfront (Liidio Oy as part of Dealfront Group GmbH) to analyze visitor behavior. In this process, the IP address of a visitor is processed. This processing has the purpose of helping us understand which businesses (B2B) are visiting our site, by enriching IPs with associated information such as the company name or industry code.   To do this, at the beginning of the visitor’s session, their IP address and corresponding session data is matched against a large whitelist of known companies. To increase data protection of our visitors we have turned on “IP address anonymisation”, so that only shortened values instead of the actual IP addresses will be stored. If the feature is on, we will not store the actual IP address anywhere in our systems, including logs. This anonymisation makes it impossible to connect outside IP address information later, preventing identification of an individual person. As part of this processing, first party cookies are used in order to analyze visitor behavior. Whenever we process website traffic data, this is based on our legitimate interest (Art. 6 (1) lit. f GDPR) in optimizing our products, services, sales and marketing. To prevent this processing activity, you (website visitor) may install and configure appropriate ad-blockers or use no-script-plugins in your browser. The data will be deleted as soon as it is no longer required for its intended purposes. Statutory retention obligations can lead to a longer retention period of the data in question. We have concluded a data processing agreement with Dealfront in order to ensure compliance with applicable data protection standards.

If you would like to receive the newsletter provided on our website, we need an e-mail address from you as well as information that allows us to verify that you are the owner of the e-mail address provided and that you agree to receive the newsletter. For this purpose, we log the order of the newsletter, the sending of a confirmation e-mail and the receipt of the hereby requested reply. Additional data is not collected or only collected on a voluntary basis. We use this data exclusively for sending the requested information and do not pass this data on to third parties. The only exceptions to this are the partner companies commissioned by us, which are responsible for the technical processing of the newsletter dispatch, and the companies affiliated with us in accordance with § 15 AktG. As far as partner companies are responsible for the technical processing of the newsletter dispatch, they are obliged by us in the same way to comply with the applicable legal provisions. The legal basis for the dispatch of the newsletter is the consent you have given in accordance with Art. 6 para. 1 sentence 1 lit. a) GDPR.

We process the aforementioned data as long as the respective consent has been obtained. If you no longer wish to receive our newsletter, you can unsubscribe from our newsletter by simply clicking on the "Unsubscribe" link, which is included at the end of all ATOSS newsletters.

By providing the contact form, callback service and the appointment calendar for the online booking of personal consultation appointments, we would like to make it as easy as possible for you to contact us. As a rule, it is necessary to provide a valid e-mail address and/or telephone number as well as your name. This data serves to assign the inquiry and to answer it afterwards. The specification of further data is optional. Insofar as you give your consent in accordance with Art. 6 Para. 1 sentence 1 lit. a) GDPR, we will use this data exclusively for the purpose of processing the enquiry as well as for possible follow-up questions and will not pass it on to third parties. The only exceptions to this are partner companies we have commissioned that are responsible for the technical processing of the contact form, call-back service and the appointment calendar, and the companies affiliated with us in accordance with § 15 AktG. If you contact us by telephone to request an offer, the data entered in the contact form will be processed for the purpose of implementing pre-contractual measures. In this case, the legal basis for the processing of personal data is Art. 6 para. 1 sentence 1 lit. b) GDPR. Insofar as we use cookies or comparable technologies (performance cookies) for the provision of communication means, we use these cookies only subject to your consent in accordance with Art. 6 Para. 1 sentence 1 lit. a) GDPR. We would like to point out, however, that you may not be able to use all communication offers of our website to their fullest extent if you have not granted your consent. As part of the Consent Solution, you can give us your consent to use the corresponding performance cookies.

We process the above-mentioned data as long as the relevant consent has been granted or the reason for your contact continues to exist.

Purpose

If you apply to us electronically, i.e. by e-mail or via our application form, we will collect and process your application data for the following purposes:

• Carrying out the actual application process, in particular for checking applications, making contact and conducting interviews to assess and select suitable applicants.
• Retention of documents for evidence purposes for the possible assertion, exercise or defense of legal claims arising from or in connection with the application process.
• If consent has been given for use beyond the specific vacancy, for matching and contacting you for further vacancies as part of our personnel planning and for the purpose of assigning your application to our talent pool.

Categories of personal data

With your application, you express your interest in taking up employment with us. In this context, you provide us with personal data. This may include the following personal data:

• First and last name
• Postal address
• e-mail address
• Telephone numbers
• Application documents (such as letter of motivation, CV, professional, training and further education qualifications and references)
• Proof of identification (passport / identity card) required, as well as a certificate of residence if applicable

Legal basis

Processing in the application procedure is carried out in accordance with the GDPR on the following legal bases:

Application: The legal basis for the processing of your personal data in this application procedure is primarily Art. 6 para. 1 lit. b) GDPR, i.e. pre-contractual measures. Accordingly, the processing of data required in connection with the decision on the establishment of an employment relationship is permitted.

Talent pool:  If you decide that your data should be considered for further positions in order to be able to carry out a comparison with open job offers at ATOSS and to contact you about suitable job offers and career events. This data processing is carried out on the basis of Art. 6 para. 1 lit. a) GDPR.

Categories of recipients

The data is processed using cloud services from Greenhouse Software, Inc., a company based in the USA. With the entry into force of the EU-U.S. Data Privacy Framework, the EU Commission has confirmed that personal data processed by companies certified under the EU-U.S. Data Privacy Framework are protected in the same way as in the European Union. In addition, standard contractual clauses pursuant to Article 46 GDPR have been concluded with Greenhouse.

Storage duration

Application: When an employment relationship is established, we transfer the data to the personnel file and store the data on the basis of the provisions of the employment contract in conjunction with Art. 6 para. 1 sentence 1 lit. b) GDPR.

If you withdraw your application at a time when no decision has yet been made on filling the position in question, we see no legal possibility of asserting a claim under the AGG, as you have been eliminated from the group of applicants by your own decision. In such a case, the data will be deleted immediately after the withdrawal of your application or the deletion of your profile.

If we reject your application during the application process, we will store the data for a further six months after the application process has ended. We will not notify you of the deletion of the data. The legal basis in this case is Art. 6 para. 1 lit. f) GDPR. Our legitimate interest is the assertion, exercise or defense of legal claims.

Talent pool: We store your data in the talent pool for a further 24 months beyond the application process. You will not be notified of the deletion of your data. The legal basis for this data processing in such cases is Art. 6 para. 1 sentence 1 lit. a) GDPR. You can revoke your consent at any time by sending an email to datenschutz@atoss.com.

So-called social media bookmarks (e. g. from Facebook, You Tube, Twitter and Xing) are integrated on our website. Social media bookmarks are Internet bookmarks that allow the users of such services to collect links and news items. These bookmarks are integrated on our website merely as external links in the form of a button (or icon) to the corresponding websites and services of these providers. These buttons are deactivated in the starting point; consequently, data is only transferred to these providers when you activate the button by confirming it with a single click. By activation, this button then establishes a connection to the provider's servers and transmits the following data to the respective provider: Your IP address, the address of the current website on which you are located, and in all cases an identifier if you are registered with the provider. With an additional click you can then send the recommendation of the website to the respective provider. The respective provider is responsible for the associated processing of the transmitted data. With regard to information on the handling of your personal data when using these websites, please refer to the respective data protection regulations of the provider.

Within the scope of our ATOSS Customer Experience Management, we use the service Qualtrics, offered by Qualtrics LLC, 400 West Qualtrics Drive, Provo, UT 84606, United States to conduct surveys of prospects and customers. We conduct these surveys to continuously develop and improve our products and services. The legal basis for data processing is your consent pursuant to Art. 6 (1) a) GDPR. Your participation in a survey is voluntary. If you do not wish to participate in surveys, you can unsubscribe via a corresponding link in each survey email.

As part of the Qualtrics services, cookies are used to maintain the browsing session. When you participate in the survey, the date and time stamp and information about your browser used and your browser settings or information about your mobile device and the corresponding usage data are also processed. Your data is transmitted in encrypted form.

You can find more information about data protection at Qualtrics here: https://www.qualtrics.com/privacy-statement.

Interviews with reference customers and their employees are conducted by ATOSS from time to time. The interviews are used to create marketing material on behalf of ATOSS and for ATOSS.  In the course of this, name, address, e-mail address and, if applicable, image and sound recordings are processed. The data processing is based on consent within the meaning of Art. 6 para. 1 lit. a GDPR.  ATOSS will request the consent that the personal data may be processed for marketing purposes at the latest at the beginning of the interview. The personal data will then be processed for as long as the purpose requires or the data subject has withdrawn their consent to ATOSS for the future.

Purpose

ATOSS regularly offers events that are booked, attended and managed via the Cvent platform. Cvent processes the personal data you provide in connection with your online registration. Further information on the processing of personal data by Cvent is also described here: Cvent Privacy Policy | Cvent.

Categories of personal data

For event planning and implementation via the Cvent platform, personal information is collected from the persons registering and participating.

This includes the following personal data in particular:

• Name
• Address
• Company details
• Role
• Phone number
• E-mail address

Other personal data for technical provision and implementation:

• Temporary storage of the IP address for the provision of the video conference
• Storage of log files to ensure functionality, to optimize content and to ensure the security of information technology systems.
• Moderators/presenters and active participants who switch on their video and unmute it can be seen with their live image and heard with their voice in the event of a recording.
• As soon as the chat function is used, Cvent processes the personal data contained in the chat texts and ATOSS becomes aware of this content.

Legal basis

Data processing is carried out in accordance with the GDPR on the following legal bases:

Registration of customers and interested parties: Data processing in connection with registration and participation in events is carried out in accordance with Article 6 para. 1 lit. b) GDPR on the basis of a (pre-)contractual relationship.
Registration via web-based form: Data processing in connection with a web-based registration for events without a (pre-)contractual relationship is carried out in accordance with Article 6 para. 1 lit. f) GDPR on the basis of our legitimate interest.

Personal event hub: In the registration process, there is the additional option of selecting a personal event hub to view past events and receive suggestions for future events. Data processing in connection with the personal event hub is carried out in accordance with Art. 6 para. 1 lit. a) GDPR on the basis of consent. You can withdraw your consent at any time by unsubscribing electronically on Cvent or by sending an email to datenschutz@atoss.com.

Technical performance: Data processing of other personal data for technical provision and performance is carried out in accordance with Article 6 para. 1 lit. f) GDPR on the basis of our legitimate interest.

Recipients or categories of recipients of the personal data

The Cvent platform is operated by Cvent Deutschland GmbH (c/o TMF Deutschland AG, Thurn-und-Taxis-Platz 6, 60313 Frankfurt) in cooperation with the parent company Cvent Inc. (1765 Greensboro Station Place, 7th Floor, Tysons Corner, VA 22102 USA).

Storage duration

The personal data collected in connection with registration and participation in events will be deleted if storage is no longer required and no statutory retention period prevents deletion. The standard retention period is 90 days after the end of the event.

Data processing in connection with the personal event hub will be stored for two years unless you withdraw your consent in advance.

Purpose of the processing

Users of ATOSS CLOUD24/7 can access digital help services.

By clicking on the question mark icon in the dashboard, technical documentation and other product-related content is aggregated, enriched, indexed and made easier for the user to find using an advanced search function via a cloud-based Content Delivery Platform (CDP). By setting a bookmark, users can also create their own individual list of favorites.

Categories of personal data

This list represents all personal data that is collected by or through the use of this digital help service via a cloud-based Content Delivery Platform (CDP):

• Authentication data: only the cloud service login data stored in the IDP is used. This usually includes first name, surname, (business) email address and authentication token.
• System-related information: timestamp of last login, language setting
• Application-related information: bookmarks saved by the user, user-generated comments, user-specific filter and sort settings in the documentation directory

Legal basis

In the following the required legal basis for the processing of data is listed: Art. 6 para. 1 lit. f GDPR.

The provision of digital help service by means of a cloud-based Content Delivery Platform (CDP) is based on our legitimate interest in a functioning and secure access of the required technical documentation and the interest in transparent and simple user help services in the cloud service for an improved user experience without any media disruption.

Technologies used

This list represents all technologies this service uses to collect data. Typical technologies are Cookies and Pixels that are placed in the user's internet browser.

• Technically necessary: Yes
• Performance/Tracking/Analysis: No

Users can view and examine the cookies and technologies loaded using various tools and via their Internet browser. In addition, you can prevent the storage of unnecessary cookies by setting your Internet browser; accordingly, however, we would like to point out that in this case you may not be able to use all functions of a service to their full extent.

Recipient (categories)

The categories of recipients of the data collected are listed below.
ATOSS and affiliated companies: User and access management as well as the creation and maintenance of published technical documentation and other product-related content are managed and controlled by ATOSS and its affiliated companies.

Subprocessor(s): The Content Delivery Platform (CDP) is based on the Fluidtopics cloud service provided by the company ANTIDOT SAS, 58 avenue Debourg, Lyon 69007 France and its subcontractors. The commissioning has taken place by way of an data processing agreement, which essentially imposes the same data protection obligations on the sub-processor as those that apply to ATOSS vis-à-vis customers.

Third country transfer

The primary location where the collected data is being processed and hosted is the European Union. If your personal data is also transferred to other countries outside the EEA, we will ensure that it is only transferred if the recipient has an adequate level of protection and appropriate security measures are in place.

Retention period

The retention period is the time span the collected data is saved for the processing purposes. The data needs to be deleted as soon as it is no longer needed for the stated processing purposes. In this case, the permitted total storage period corresponds to the agreed license agreement duration, unless otherwise described below:

• Authentication data is automatically deleted from the Content Delivery Platform if a user is inactive for more than 30 calendar days. If a user is active during the license agreement period, the data is collected again.
• Timestamps of the last login are overwritten when new activity occurs; the log files are stored for 30 calendar days.

The data protection declaration for the App ATOSS Staff Center Mobile is available here.

The data protection declaration for the App ATOSS Mobile Workforce Management is available here.

The data protection declaration for the App ATOSS Time Control Mobile Workforce Management is available here.

The data protection declaration for the App ATOSS Time Control (Mobile) is available here.

The privacy statement for ATOSS Academy online platform is available here.