Data protection notice for business partners

For our interested parties, customers and suppliers, we provide the following detailed information on the processing of their personal data in accordance with Art. 13 GDPR.

Responsible person

Tallence AG
Neue Gröningerstr. 13
20457 Hamburg
info@tallence.com
+49 40 36 09 35 100

Data protection officer
Stefan Köster eConsulting
Stefan Köster
Op de Elg 13a
22393 Hamburg
stefan@koester-eConsulting.com
https://www.koester-econsulting.com/

As a rule, we process your data in order to fulfil a contract or to carry out pre-contractual measures (Art 6 Paragraph 1 (b) GDPR) with the company for which you work. Similarly, the fulfilment of a legal obligation may make it necessary to process your data (Art 6 (1) (c) GDPR).

For this purpose, we usually collect the following data: Title, first and last name, e-mail address, postal address, telephone/mobile phone number of contact persons and involved parties, as well as other information necessary for the order.

We need this data so that we can identify you as a business partner and process the contractual relationship with you and send you orders.

In individual cases (e.g. after you have registered for our newsletter) we process your data on the basis of your consent (Art 6 (1) (a) GDPR) or e.g. for specific cooperation (justified interest (Art 6 (1) (f) GDPR).

Within our company, access to your data is granted to those entities that need it to fulfil their contractual and legal obligations. Furthermore processors employed by us (Art 28 GDPR) may receive data for these purposes. For the processing of your personal data, we use various IT systems, some of which we operate ourselves or through a service provider.

We use Microsoft 365 and Microsoft Teams to conduct our usual office communications as well as for conference calls, online meetings, video conferences and/or webinars. If we record online meetings, we will let you know before they begin and, if necessary, ask for verbal consent. If you do not want a recording, you can leave the online meeting.

If necessary for the purposes of recording the results of an online meeting, we will log the chat content.

Microsoft 365 and Microsoft Teams are a service provided by Microsoft Ireland Operations, Ltd. For this purpose, we have a data processing agreement with the provider.

While using Microsoft Teams, different types of data are processed. The scope of the data also depends on the information you provide before or when you participate in an "online meeting".

The following personal data are subject to processing:

• User information: Display name, e-mail address, profile picture (optional), preferred language
• Meeting metadata: e.g. date, time, meeting ID, phone number, location, ...
• Text, audio and video: You may be able to use the chat function in an online meeting. In this case, the text entries you make are processed to display them in the online meeting.

To enable the display of video and the playback of audio, the data from the microphone of your terminal device and from a video camera of the terminal device are processed during the meeting. You can turn off or mute the camera or microphone yourself at any time using the Microsoft Teams applications.

If there is no contractual relationship with you, the legal basis for the processing of your personal data is Art. 6 (1) (f) GDPR. Here we are interested in the effective execution of online meetings.

We use DATEV as well as a tax consultant to implement our commercial accounting obligations.

DATEV is a service of DATEV eG, Paumgartnerstr. 6 - 14, 90429 Nuremberg. We have concluded a data processing agreement with the provider.

We use CleverReach for the efficient execution of our marketing activities as well as for sending our regular newsletter.

The newsletter are sent by means of the mailing service "CleverReach", a newsletter mailing platform of CleverReach GmbH & Co. KG, //CRASH Building, Schafjückenweg 2, 26180 Rastede.

Evaluation of opening and clicking behavior

In some cases, we will evaluate the opening and clicking behaviour of the newsletters we send out. The legal basis here is the balancing of interests in accordance with Art. 6 (1) (f) GDPR. Our interest is to offer better and more accurate information for newsletter recipients.

The legal basis for processing your personal data is your consent (Art. 6 (1) (a) GDPR).

We use various programs and solutions for the implementation of projects within the framework of contract performance. The systems used usually result from the performance specification in the main contract.

We operate these IT solutions ourselves in an external data center (e.g. Amazon Web Services). We have concluded a dataprocessing agreement with each of the providers.

If there is no contractual relationship with you, the legal basis for the processing of your personal data is Art. 6 (1) (f) GDPR. Here, our interest lies in efficient communication as well as in the initiation of contracts.

As a rule, your personal data will not be processed outside the European Union (EU), as we have limited our storage location to computer centres in the European Union.

In individual cases, personal data may be processed outside the European Union (EU). In this case, we explicitly point this out in the Recipient section and ensure that only providers are used for which a Commission adequacy decision or appropriate guarantees in accordance with the GDPR are available.

We process your data only for as long as necessary to fulfil the above-mentioned purposes or applicable legal regulations and to maintain our relationship with you.

The personal data collected will be stored until the expiry of the statutory storage obligation of 6 years (the period begins at the end of the calendar year, after expiry of the contract) and deleted thereafter, unless we are obliged to store the data for a longer period of time in accordance with Art. 6 (1) (c) GDPR due to storage and documentation obligations under tax and commercial law (from German Commercial Code, Criminal Code or Tax Code).

If you have unsubscribed from our newsletter, we automatically delete your data in CleverReach.

According to the GDPR you have the right to:

• Information on the processing of your data
• Correction or deletion of your data
• Restriction of processing (only saving is possible)
• Opposition to processing
• Data transferability
• Revocation of your given consent with effect for the future
• Complaint to a data protection supervisory authority.

You can demand these rights at any time informally and without giving reasons by sending an e-mail to datenschutz@tallence.com.

We do not use systems for automated decision making or profiling.

Further information can also be found in our data protection notice to operation our online presence: https://www.tallence.com/en/da...

We revise this data protection notice in the cause of changes in data processing or other reasons that make this necessary. You will always find the most current version on this website.