Source: https://www.w-4.ch/en/w4/data-protection
Timestamp: 2019-04-25 11:59:51+00:00

Document:
Our data protection officers are Sandra Degen and Sabine Käppler.
You may contact our data protection officers via: datenschutz@w4services.atlassian.net.
Any data subject that has questions and/or suggestions may contact our data protection officers at any time.
2.1 How do we manage personal data?
The use of our internet pages is in principle possible without entering any personal data. However, if an affected person wishes to use certain services (such as contact forms, newsletter registration) on our website, personal data processing may be required.
If the processing of personal data is required and there is no legal basis for such processing, e.g. the fulfillment of a contract or fulfillment of a legal obligation, we generally obtain the consent of the data subject. In addition, personal data processing will always be in accordance with the General Data Protection Regulation (hereafter GDPR) and in accordance with country-specific privacy policies.
As data controller, we have implemented numerous technical and organizational measures to ensure the most complete protection possible for personal data processed via this website. Our websites as well as our blog have included an SSL certificate to increase security. The SSL certificate is used to encrypt the data exchanged over HTTP. Nevertheless, Internet-based data transmissions can in principle have security gaps so that absolute protection cannot be guaranteed.
Insofar as we obtain your consent for processing personal data, Art. 6 para. 1 lit. a) EU General Data Protection Regulation (GDPR) serves as the legal basis for processing.
If the processing of personal data is necessary to fulfill a contract with you, as is the case, for example, with processing operations necessary for the supply of goods or the provision of any other service or consideration, the processing is based on Article 6 (1) lit. b GDPR. The same applies to processing operations that are necessary to carry out pre-contractual measures, for example in cases of inquiries regarding our products or services.
If we are subject to a legal obligation which requires the processing of personal data, such as the fulfillment of tax obligations, the processing is based on Art. 6 para. 1 lit. c GDPR.
In rare cases, the processing of personal data may be required to protect vital interests of you or another natural person. This would be the case if, for example, a visitor to our company were injured and his / her name, age, health insurance or other vital information would have to be passed on to a doctor, hospital or another third party. In this case, data processing would be based on Art. 6 para. 1 lit. d GDPR.
Your personal data will be deleted or inactivated as soon as the purpose of the storage has been completed. However, data may be stored beyond that if European or national legislatures in their laws or regulations to which we as a company are subject provide for such data storage.
We use the marketing automation software HubSpot of the American company Hubspot Inc., 2nd Floor 30 North Wall Quay, Dublin 1, Ireland, hereafter "Hubspot", for the realization of our website and our blog. Hubspot is an integrated software solution that covers various aspects of our Digital Marketing, Sales, and Customer Relation Management. We also use the tool to analyze our websites for the purpose of optimizing them and to provide you with the best possible and user-friendly service.
the evaluation of the use of our website (e.g. access, visited pages, length of stay, etc.) as well as for the evaluation of the use of our newsletters (opening rate, click rate, unsubscribes, etc.).
For detailed information on the scope of data processing, the legal basis, the purpose, the duration of storage and the possibilities of objection, please refer to points 3.1 to 3.6.
The content of our websites as well as your personal data, which you provide, for example, when using our contact form or when registering for our newsletter, are stored on servers of our software partner HubSpot.
Hubspot also uses "cookies" that are stored on your computer and allow us to analyze your use of the website. The collected information (such as IP address, geographic location, type of browser, duration of visit and pages viewed) is evaluated by Hubspot on behalf of us, so that we can generate reports on the visits to our pages and how they are used to improve our internet presence. If you generally do not want us to track your activity on our website and blog through Hubspot, you can object to this in the cookie message that appears when you visit our website for the first time.
More information about the cookies used by HubSpot can be found here.
Our product-specific landing pages contain a contact form, which website visitors can use to contact us. Art. 6 para. 1 f GDPR (legitimate interest) is the legal basis for the processing of contact requests. In this case, our legitimate interest in processing personal data extends to the ability to reply to your inquiry. If you provide us with your personal data through the contact form, the disclosure of this data on your part is always on an expressly voluntary basis. The legal basis for data processing is Art. 6 para. 1 lit. a GDPR in this case. If we process your data for the purpose of carrying out pre-contractual measures, Art. 6 para. 1 b GDPR is the legal basis.
Your e-mail address as well as the inquiry are mandatory fields that enable us to process the inquiry and reply to it.
Your name, first name and salutation and company name are optional fields. The information is voluntary and serves a correct and optimal personal approach.
Your personal data will be used exclusively for the processing of the conversation and will not be disclosed to unauthorized third parties. The data is stored in our Marketing Automation Tool Hubspot until your inquiry or all relevant facts associated with it are finally clarified. Thereafter, the data will be deleted, unless the contact request results in a contract. In this case, we can and must keep your data on the basis of the statutory periods. You have the opportunity to revoke your consent to the processing of your data at any time. All personal data stored in the course of establishing contact will be deleted immediately in this case.
As part of the registration process for our digital Marketingblatt (= newsletter), we collect the following data from you.
Each newsletter contains a link to a preference page where you can specify your interests (e.g., marketing information, events) so that we can provide you with relevant information.
For the processing of the data, your consent is obtained during the registration process. When you register for our digitalMarketingblatt, you will receive a confirmation email with a link. The link will verify your email address. This process is called Double-Opt-In (DOI) and protects you and us against misuse of your email address and helps to prove that the consent actually comes from the owner of the email address entered at registration.
Optionally, you can tell us your phone number.
The Marketingblatt is published in print twice a year. By registering for the Marketingblatt print, you agree that we can process your personal data for the purpose of sending you the free print version.
If you provide us with your personal data by registering, the disclosure of this data is always on an expressly voluntary basis. The legal basis for processing is Article 6 (1) lit. a GDPR.
Your personal data will be used exclusively for the regular shipping of our Marketingblatt and will not be passed on to unauthorized third parties. The data is stored in our Marketing Automation Tool Hubspot as long as the subscription is active. You have the opportunity to revoke your consent to the processing of your data at any time. Each digitalMarketingblatt contains an unsubscribe link. In addition, you can always send an email to our data protection officers (datenschutz@w4services.atlassian.net) and inform us of your subscription cancellation. All personal data stored in the course of the newsletter subscription will be deleted immediately in the event of revocation of consent to data processing and a simultaneous request for data erasure.
We regularly create downloads such as white papers, infographics, e-books, presentations, flyers, etc. Creating a comprehensive white paper or infographic requires a lot of preparation time and valuable resources. By signing up for our Marketingblatt, you will also gain access to this exclusive and high-quality content. As regards the scope and purpose of the processing as well as its legal basis, storage, revocation and deletion periods as described in section 3.2, we will collect further marketing-specific data depending on the download. These data include e.g. the level of knowledge or experience on the respective subject, use of systems, etc. The evaluation of these questions helps us in the creation of further content.
Our blog has a comment feature that allows you to comment on blog posts. The use of this comment features requires the input of your email address. All other information such as name, first name and website are optional. The specification of an email address is necessary so that any objections to or further questions regarding your comments can be forwarded to you. If you enter your name and / or last name when publishing your comment, this information will be published. Your email address and all other voluntary information as well as the time the comment is created are stored in Hubspot but neither published nor disclosed to third parties. These data are processed solely for the purpose of commenting.
We reserve the right to delete comments with offensive, threatening or racist content.
If you provide us with your personal data through the comment function, the disclosure of this data on your part is always on an expressly voluntary basis. The legal basis for data processing is Article 6 (1) lit. a GDPR.
The data is stored in our Marketing Automation Tool Hubspot until you revoke your consent to data processing. You have the opportunity to revoke your consent to the processing of your data at any time. All personal data that has been entered by you in the comment function will be deleted immediately in the event of revocation. This requires that all comments you entered on our blog be deleted as well.
By using the website you consent to the collection of analytical data. You can unsubscribe from the Hubspot tracking via the button "REJECT" in the cookie message any time.
Some of the Internet pages use so-called cookies. Cookies are small text files that are stored on your computer or mobile device and saved by your browser. Cookies do not cause any damage to your device and do not contain any viruses. Cookies serve to make our website more user-friendly, effective and secure. In addition, cookies enable us to analyze how visitors use the website (See 3.6).
Most of the cookies we use are so-called "session cookies". They are automatically deleted at the end of your visit. Other cookies remain stored on your device until you delete them. These cookies enable us to recognise your browser the next time you visit our website.
You can set your browser so that you are informed about the setting of cookies and only allow cookies in individual cases, exclude the acceptance of cookies for certain cases or in general, and activate the automatic deletion of cookies when closing the browser. If cookies are deactivated, the functionality of this website may be restricted.
There is a distinction between first-party and third-party cookies. First-party cookies are those that are set for our website. All other cookies are third-party cookies. Our websites use both first-party and third-party cookies.
The data collected will be used solely to optimize the performance and design of this website. These cookies are third-party cookies (such as Google Analytics, Hubspot). However, the data will be collected in anonymous form and used exclusively by us.
The legal basis for the processing of personal data by means of technically necessary cookies is Article 6 (1) of the GDPR. The legal basis for the processing of personal data by non-technically necessary cookies (analysis cookies) is Article 6 paragraph 1 a GDPR.
Our website uses Google Analytics. This is a service of Google Inc. ("Google") for the analysis of accesses to Internet pages and enables us to improve our Internet offers. Cookies (see above) enable us to analyze your use of our website. The information collected by means of a cookie (IP address, access time, access duration) is transmitted to a Google server in the USA and stored there. The evaluation of your activities on our website will be transmitted to us in the form of reports. Google may disclose the collected information to third parties where required to do so by law or where such third parties process the information on Google's behalf. The Google tracking codes of our Internet offer use the function "_anonymizeIp()", thus IP addresses are only processed further in abbreviated form in order to exclude any possible direct personal reference to you. You can also prevent the installation of cookies by Google Analytics by choosing the corresponding setting in your browser software. In this case, however, you may not be able to use all the functions of our website to their full extent. Google Analytics can also be deactivated and controlled by browser extensions e.g. tools.google.com/dlpage/gaoptout. By using our Internet offer you consent to the processing of the data collected about you by Google.
Click here to be excluded from the Google Analytics evaluation process.
We use the component "Google Maps" from Google Inc. 1600 Amphitheatre Parkway, Mountain View, CA 94043 USA, hereafter "Google", on our website.
Each time you access the Google Maps component, Google sets a cookie to process user settings and data when you view the page that includes the Google Maps component. As a rule, this cookie is not deleted when you close your browser, but expires after a certain period of time, unless you delete it manually beforehand.
Our website links to our Facebook page as well as to our profiles on Twitter, Google+, LinkedIn and Xing. No data will be transmitted to Facebook, Twitter, Google+, LinkedIn or Xing simply by linking to the respective pages via the icons.
Our site uses YouTube LLC, 901 Cherry Avenue, San Bruno, CA 94066, USA, represented by Google Inc., 1600 Amphitheater Parkway, Mountain View, CA 94043, USA, for embedding videos. Usually, when you visit an embedded video page, your IP address will be sent to YouTube and cookies will be installed on your device.
Some of our internet offers contain hyperlinks to other websites which are not operated by us. We do not monitor these websites and are neither responsible for their content nor their handling of personal data.
The temporary storage of the IP address by the system is necessary to allow delivery of our web pages to your computer. For this, the IP address must be stored for at least the duration of the session. In addition, the data in the log files serve to optimize our websites and to ensure the security of our websites. Logfiles are not used to evaluate the behavior of website visitors and for marketing purposes and are not associated with other data collected by us. The storage of IP addresses enables law enforcement in the case of cyberattacks or in case of illegal use, because the IP addresses can be assigned to a user through the provider so that they can be identified. For this reason, the log files are stored at our hosting partner for a period of 6 months and then deleted.
The legal basis for the storage of the data in the log files is Article 6 (1) (f) GDPR. The collection of the data for the provision of the web pages and the storage of the data in log files is essential for the operation of our website. There is consequently no possibility of contradiction by you.
to receive information free of charge about your stored personal data, their origin and recipients or categories of recipients to whom the data were disclosed or transmitted, the purpose of data processing, the duration of the storage or, if this is not possible, the criteria for determining the duration of storage and whether your personal data has been transmitted to a third country or to an international organization. If so, you have the right to obtain information about the appropriate guarantees in connection with the transfer.
In addition, you may revoke your consent to data collection and storage at any time with future effect.
At your request, we can hand over your stored personal data in a common format, or transfer it to another person in charge.
If you have any questions about this data protection declaration or your stored data, please contact us at datenschutz@w4services.atlassian.net or use our GDPR Service Desk.

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