Privacy policy

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Last updated: June 2024 (Version 1.0) 

 

At Software2, we value your privacy. This Privacy Statement outlines the personal data we collect, how we use it, and your data protection rights.

 

The information we collect and how it is used varies depending on our relationship with you. Some parts of this statement may not apply to you, or multiple parts may be relevant.

 

This Privacy Statement may be amended to comply with legal requirements and provide you with comprehensive information on how we handle your data.

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1. Controller

The entity in charge of processing your personal data is Software2, with whom you have engaged in a relationship through activities such as visiting our website, utilizing our services, or applying for a job opening.

 

2. As a user of our websites, platforms, applications and other products and services

Description of data processing:

Your personal data may be processed for the following purposes, based on the following legal grounds: 

 

• We will communicate with you, process, and respond to your requests for both pre-contractual and legitimate interest purposes

• We will also process comments or posts for legitimate interest reasons

• If you choose to subscribe, we will register you and send newsletters with your consent

• For marketing purposes, we will seek your consent or rely on legitimate interests

• User accounts will be registered, authenticated, and administered for contractual purposes

• We will monitor licenses for legitimate interest purposes

• Demo products and services, including those from third parties, may be provided for marketing purposes under contractual and legitimate interest grounds

• Analysis will be conducted to improve products and services under legitimate interests

• Website content and experience will be tailored to your interests with your consent or legitimate interest

• We will maintain the security of our websites, platforms, applications, and other products and services for legitimate interest reasons.

• Legal and regulatory requirements will be complied with, as well as requests, as a legal obligation.

• We may establish, exercise, and defend legal claims for legitimate interest purposes

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Respond to requests: 

In order to fulfill your request submitted to us through chat functions, contact forms, or other methods, we may gather your personal information.

 

Relevant personal data: Name, email address, postal address, telephone number, company, country, content of

request, date of request, and other data you may disclose to us. 

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3. Posts and comments

Feel free to post and comment on our websites, platforms, applications, and other products and services. Your content may be visible to the public. Please be aware that we may need to review your post or comment before it is published, which could result in a delay. If you provide a name or alias, it will be displayed alongside your content.

 

Relevant personal data: name or alias, content of post or comment, time and date and other provided information. 

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4. Newsletter

To stay updated on current trends and event highlights in the IT industry, special offers, new products, services, and important dates for IT decision-makers, sign up for our newsletter by providing your email address.

In some regions, a confirmation email may be sent after registration, and your registration will only be activated after clicking on the link in the email.

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By subscribing to our newsletter, you may receive personalized tracking technologies to track when the newsletter is accessed or opened, and to determine which links are clicked on.

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You can unsubscribe from the newsletter at any time by clicking on the unsubscribe link at the end of each email or by sending an email to office@software2eu.com.

 

Relevant personal data: E-mail address, name, other information in the registration form, opened newsletter

or not, date/time of opening the newsletter, how many times the newsletter was accessed, links clicked. 

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5. Creation and administration of user accounts

To access our services and products, you may need to sign up and keep a user account with us.

 

Relevant personal data: name, address, company name, telephone number, email address, time and date of

registration, logins, passwords, usage data. 

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6. Analysis of usage data for statistical purposes 

Your usage data may be processed for statistical analysis and to enhance our products and services.

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Relevant personal data: Content, date and time of visit, volume of data transmitted, access status, information

about your web browser and operating system, referral link that indicates from which website you arrived, IP address, which is anonymized in such a way that it is no more possible to trace it back to you.

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The protocol data is only analysed in an anonymized manner. 

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7. Cookies and other similar technologies 

When using our websites, platforms, applications, and other products and services, we may utilize cookies and similar technologies (referred to as "cookies" for simplicity).

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Our cookie banner and consent management system will display a list of the cookies used, along with their provider, purpose, description, and other pertinent information. By default, only essential cookies are enabled.

 

Through the consent management system, you have the option to enable or disable additional cookies as you see fit. Your preferences can be adjusted at any time using the consent management system.

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8. Website Analysis 

We use web analysis tools for the appropriate design of our websites and in order to identify and count returning

visitors. These tools generate usage files on the basis of pseudonyms. To this purpose, cookies are being used

according to the description in our consent management tool. 

 

We also use the following functions to quantify the traffic: 

We enrich the pseudonymous data with other data provided by third-party providers. This enables us to capture

the demographic characteristics of our visitors, for example information about their age, sex and place of residence. 

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9. Tracking and retargeting technologies for marketing purposes

We use (cross-device) tracking technologies so that we can display targeted advertising outside of 

our website and determine how effective our advertising is. 

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10. How does tracking work?

When you visit or use our websites, platforms, applications as well as other products and services, it is possible  that the third-party providers listed in our consent management system access your browser or your end device 

(for example a so-called browser fingerprint), analyze your IP address store and/or read recognition

 characteristics on your end device or gain access to individual tracking pixels. 

 

The third-party providers may use the individual characteristics to recognize your end device on other websites.  We can  instruct the respective third-party providers to display advertising that is based on the visit or use of our 

websites, platforms, applications or  other products and services. 

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11. What does cross-device tracking mean?

If you register with the third-party provider using your own user data, the respective recognition characteristics of different browsers and end devices can be lined with each other. If the third-party provider generated a separate characteristic for the laptop, desktop or the smartphone or tablet you use, these individual characteristics can be associated with each other as soon as you use a service of the third-party provider with your login information. This way, the third-party provider can effectively manage our advertising campaigns across different end device. 

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12. Map, Video and other Embedded Services

We embed certain services into our websites that are not stored on our servers. For example, you can find out the  exact location of a Software2 entity using maps or you can watch videos. In certain regions, we may ensure that  access to our websites, platforms, applications or other products and services with embedded content does not automatically provide the third-party provider with any information, we only display locally stored thumbnails. In such case, content from third-party providers is only loaded after you provide your consent via our consent management system. 

 

When you view the content, the third-party provider receives the information that you accessed our website as well as the usage data that are required in this regard for their service. We have no influence on the further data processing performed by the third-party provider. 

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13. As a Visitor of our Social Media Presences

Description of Data Processing:

We may process your personal data, when you visit our social media pages below: 

• Linkedln: https://de.linkedin.com/company/software2 

• YouTube: https://www.youtube.com/@Software2eu

 

We, in addition to the provider of the respective social media pages are jointly responsible as controllers for the  processing of your personal data. The provider in this respect also determines the purposes and means of the data  processing activities, which we can influence only to a limited extent. To the extent that we can exert influence over or set parameters regarding the processing of your data, we will, within our means, take actions to ensure that the  platform provider processes your data in compliance with applicable data protection regulations. In many cases,  however, we cannot influence the data processing by provider, and we also do not know exactly which data is being 

processed by the provider. 

 

The data entered by you on our social media pages, such as comments, videos, pictures, likes, public messages, etc., are published by the social media page provider and are never used or processed by us for any other purpose.  We merely reserve the right to delete content, if necessary. We may share your content on our website if it is a  function of the social media page, and communicate with you via the social media page. 

 

We process your personal data in the interest of our public relations and communications (legitimate interest). We may also process your data in order to establish an employment relationship with you ((pre)contractual).  More information can be found in section "As an applicant to our vacancies." 

 

If you wish to object to particular data processing over which we have an influence, please contact us as described  in section "Contact for Data Protection Requests." We will examine your request and determine whether we are able to respond to you. Otherwise, you may contact the social media page provider directly. 

 

If you submit a request to us on the social media page, we may also, depending on your request, refer to other  secure communication channels that guarantee confidentiality. You may always send us confidential requests via  the provided channels. 

 

We may use our social media pages for advertisement purposes. In doing so, we may use demographic, interest-based, behavior-based, or location-based target group characteristics provided by the provider of the respective social media page. For more  information about the processing of your data on the social media pages, please visit the data protection  statements of the respective providers listed below. We can influence the data processing only to a limited extent  and we cannot disable the statistics that the provider of the respective social media page makes available to us. 

However, we ensure that no additional optional statistics are provided to us that involve the processing of personal data. 

 

We use conversion tracking options for individual social media channels. For this purpose, we have incorporated  corresponding pixels or tags on our website in order to collect conversion data. Via the consent management system, you can determine whether you allow the setting of additional cookies or not. You can adjust your preferences at  any time via the consent management system. 

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14. Data processing by the provider of the social media page

The provider of the social media page may use web-tracking methods. Web-tracking can be performed regardless of whether you are signed up for an account on the social media platform or 

not. As already explained, the web-tracking methods of the social media page are, for the most part, beyond our control. For example, we cannot  disable these features. 

 

Please be aware that the provider of the respective social media page may use your profile and behavioral data, in order to evaluate your habits, personal relationships, preferences. We have no influence over the processing of your data by the provider of the respective social media page. 

 

More information on the data processing conducted by the provider of the respective social media page can be found in provider's data protection statements: 

 

Linkedln: https://www.linkedin.com/legal/privacy-policy 

 

YouTube: https://policies.google.com/privacy?hl=en 

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15. As a Customer, Business Partner and Interested Party

Description of Data Processing:

We may use your personal information for the following purposes, based on the following legal grounds:

 

• To communicate with you, carry out the necessary processes, and respond to your request in line with our pre-contractual obligations or legitimate interests.

• When you sign up and receive the newsletter through alternative means other than those stated in the section "On using our websites, platforms, applications, and other products or services" (consent).

• Fulfill and execute your product purchase and use of services in accordance with the contract or with legitimate interest.

• Monitoring of licenses for legitimate reasons

• Our use of your information for marketing purposes includes providing personalized information about our products and services, conducting market research, and satisfaction surveys. This may require your consent or be in our legitimate interest.

• Customers are subject to credit checks conducted by credit agencies as part of the pre-contractual or legitimate interest processes.

• Evaluation and examination for due diligence purposes, such as in mergers & acquisitions, based on legitimate interest or legal obligation.

• For corporate transactions, such as for the purpose of selling all or part of the business, restructuring, merging, forming joint ventures, or any other disposition of our business, assets, or stock during legitimate interest or legal obligation.

• Adhere to legal and regulatory mandates and fulfill requests in compliance with the law.

• Establish, exercise and defend legal claims (legitimate interest)

 

16. Respond to Requests

Your personal data may be collected to fulfill your request. In regions outside of the EU/EEA/UK/Switzerland, we may use your personal information to offer personalized information about our products and services, as well as conduct market research and satisfaction surveys. If you disagree with this processing, you have the right to object. Further details on how to exercise this right can be found in the "Contact for Data Protection Requests" section.

 

Relevant personal data: name, email address, postal address, telephone number, company, country, content of  request, date of request, and other data you may disclose to us. 

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17. Newsletter

To stay informed about current trends and event highlights in the IT industry, special offers, new products, services, and important dates for IT decision-makers, sign up for our newsletter. All we need is your email address for registration.

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In some regions, a confirmation email may be sent after you complete the registration form. Your registration will be activated once you click on the link in the confirmation email.

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By signing up for our newsletter, you may receive individual tracking technologies to personalize your experience. This allows us to track when you access or open the newsletter and click on specific links.

If you wish to unsubscribe from the newsletter at any time, simply use the unsubscribe link at the end of every email or send an email to office@software2eu.com.

 

Relevant personal data: email address, name, other information in the registration form, opened newsletter or not, date/time of opening the newsletter, how many times the newsletter was accessed, links clicked. 

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18. Product purchase or use of our services

To purchase and utilize our products and services, we may handle your personal information. For a more detailed explanation of how we process data, please refer to our agreements and other data protection-related documents. In certain areas of the DACH Region, we may also use your personal data to offer personalized information about our products and services, and to carry out market research and satisfaction surveys. If you wish to object to this processing, you have the right to do so. For instructions on how to exercise this right, please refer to the "Contact for Data Protection Requests" section.

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Relevant personal data: name, address, company name, telephone number, email address, time and date of  registration, usage data, respective product or service. 

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19. As a participant in seminars, webinars, training sessions, virtual meetings and other events

Description of data processing:

Your personal data may be processed for seminars, webinars, training sessions, or other events ("events") organized by Software2 or another organizing company that you are interested in attending. In order to facilitate this, your data may be processed for the following purposes (and legal grounds): 

• Register for the events, coordinate your attendance and accommodation, and provide you with event-related communications (contractual or legitimate interest). 

• Manage and utilize your audiovisual content (such as images, audio/video recordings, etc.) based on consent or legitimate interest.

• For the purpose of marketing (refer to section "Addressing customers, business partners, and interested parties")

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20. Audiovisual Content

At events hosted by Software2 or another event organizer, photographs or videos may be taken of the attendees, crowds, and individuals in special roles (such as speakers or people on stage) for promotional purposes. These images may be shared on our websites, social media platforms, or other digital and printed materials. If you do not want to be featured in this content, please notify the photographer or videographer accordingly. Additionally, please be mindful during in-person events to avoid walking into shots being taken.

 

If we plan to use individual pictures, videos, or other audiovisual content of the participants, we will inform you separately about this data processing and seek your consent before proceeding. This may be done through various methods, such as a checkbox on a sign-up form or by distributing differently colored entrance tags during in-person events.

 

You are entitled to object to the processing of your personal data or revoke your consent. Although we will strive to honor your request, any information, including images and videos, that you share on the internet and social media platforms can be accessed worldwide and easily shared by third parties unaffiliated with Software2. This means that the information may still be available online even after deletion by Software2. If you wish for further deletion, please contact the relevant internet search engine or social media platform operators.

 

If your photo is used in printed materials, such as leaflets, magazines, or newsletters, and it is difficult to remove your image, it is possible that the existing printed products containing your picture will continue to be used until they are used up. However, your photo will not be used in any newly printed materials. The same applies to electronic newsletters if consent is withdrawn after production has begun.

 

Relevant personal data: pictures, videos, voice recordings, biometric data and other audiovisual data. 

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21. Virtual Events

Your personal data may be processed to facilitate communication with you and plan and execute virtual meetings. During this process, we may engage external third-party providers (such as videoconferencing and communication providers) who will have access to your personal data.

 

In specific circumstances, virtual meetings may be recorded. For further details, please refer to the section on audiovisual content.

 

Important personal information: contact information (such as name and email address), details about meetings (including date, time, and length of communication, meeting name, participant's IP address), information about devices and hardware (such as MAC addresses and client version), text, audio, and video information, connection details (such as phone numbers, country names, start and end times).

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22. As an Applicant to our Vacancies

Description of data processing ​

Personal data that we collect may come directly from you, from publicly accessible sources such as professional networks on the Internet, or from third parties like personnel service providers, universities, employment/recruitment agencies, referrals, tax and social insurance authorities.

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 Your personal data may be processed for the following purposes (and legal grounds):

• Assess your qualifications, experience, and skills for the position ((pre)contractual)

• Schedule interviews and assessments ((pre)contractual)

• Perform background checks and assessments in accordance with applicable laws ((pre)contractual or legal requirement)

• Verify your eligibility for the role ((pre)contractual and legal obligation)

• Contact provided references to evaluate past performance ((pre)contractual)

• Provide updates on your application status ((pre)contractual)

• Reimburse travel expenses if agreed upon during the recruitment process ((pre)contractual)

• Create an account for you in our system ((pre)contractual)

• Maintain hiring process records ((pre)contractual)

• Retain your application for personnel files if successful (contractual)

• Offer job opportunities based on your interests and skills and share recruitment updates (consent)

• Conduct satisfaction surveys to enhance the recruitment process (legitimate interest, with the option to object). More information on how to exercise your rightcan be found in section "Contact for Data Protection  Requests." 

• Adhere to legal and regulatory requirements related to employment and social security law (legal obligation)

• Handle legal claims as needed (legal obligation)

 

Relevant personal information required for submission includes: CV (including any pictures or images provided by the applicant), a motivation letter, reference letters, contact details (such as name, address, telephone number, email address, home address), identification details (such as date of birth, gender, nationality, identity card or passport information), employment history (including work history, employment contract, past and current employment status, type of employment, function, work or residence permit if necessary to verify legality of employment), educational and qualification details (degrees, certificates, previous career experience, secondary employment if applicable, and references and other relevant documents demonstrating professional expertise and experience), questionnaires and assessment results, background checks, health data when permitted or required by law, and bank account information (for reimbursement of travel expenses, if applicable).

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23. Data Retention

If we have not already informed you about the retention of your personal data, we will keep it for as long as necessary to fulfill the purposes for which it was collected. Any data that is no longer needed will be deleted, unless there are legal obligations that require us to keep it for a longer period.

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24. Data Recipients

We reserve the right to share your personal information with third parties in order to achieve the objectives outlined in this Statement.

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Due to the international group structure of Software2, specific departments and individuals are required to have a need-to-know basis to process your personal data. We adhere to all relevant data protection requirements for intragroup data access and transfers.

 

In addition, Software2 may share data with trusted third-party service providers for various purposes. These service providers include those who assist us with order processing, payment processing, customer service, financial matters, auditing, fraud prevention, IT support, communication, hosting, logistics, email delivery, marketing, sales, data analysis, event management, training, surveys, printing, archiving, advisory, and consulting services.

 

Software2 has the right to share your data with various parties, including private and public entities like law enforcement, data protection authorities, and tax authorities, as well as credit agencies, debt collectors, banks, courts, hotels, or other companies if legally permitted.

 

Software2 will only share your data with recipients outside the organization if there is a legal basis for the transfer and appropriate data transfer mechanisms are in place. For more information, please refer to the "Contact for Data Protection Requests" section for instructions on how to get in touch with us.

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25. Data transfers to third countries

Your personal data may be transferred to third countries only when necessary for the purposes outlined in this Statement, and when there is a legal basis for the transfer and appropriate data transfer mechanisms are in place to ensure compliance with relevant data protection regulations.

 

Switzerland is where the headquarters of Software2 AG is located, and according to the EU Commission, it is considered a country with an appropriate level of protection.

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26. Your Rights

You may have the right to: 

• Retrieve your data and also obtain a copy of it

• Rectification and erasure 

• Restriction of processing

• Data portability

• If the data is processed according to Software2's legitimate interests, then Object

• If you suspect that your personal information is being improperly handled, file a complaint with a supervisory authority.

• Data infringes relevant data protection regulations.

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27. Security

We take steps to safeguard your information but cannot guarantee complete security due to the nature of online data transmission.

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28. Contact for data protection requests 

If you have any questions about data protection, need more information, or wish to file a complaint, please reach out to us at:

Software2 | Legal - Data Protection Department

E-Mail: office@software2eu.com 

Phone: +49 89 5880 30040 

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29. Changes to Privacy statement

VersionDate - 1.0June 2024 

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We reserve the right to revise this policy at any time and will inform you of any amendments. By continuing to use our services, you are indicating your acceptance of the updated policy.

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30. Contact form

By submitting the contact form, you agree that the personal information you provide will be utilized by the data protection officer to fulfill your request, in accordance with the consent you have given by submitting the form.

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You are not obligated to provide your personal data. Should you opt not to disclose this information, we will be unable to process your request.

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You have the option to withdraw your consent at any point by informing us in writing. This will not impact any processing that was carried out prior to the withdrawal.

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31. E-mail newsletter

By selecting the checkbox, you are giving us permission to use the personal information you have provided to send you emails regarding product news, special offers, promotions, and events. If you no longer wish to receive these emails, you have the option to unsubscribe at any time.

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Your personal data is not mandatory to provide, and if you choose not to give consent, you will not receive our newsletter.

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You have the right to withdraw your consent by reaching out to us or clicking the unsubscribe link in our emails. Any processing that occurred before you withdrew your consent will not be affected.

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If you do not want your personal data to be used for direct marketing purposes, you can object and we will cease sending you promotional emails.

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