1. Introduction1.1 We are committed to safeguarding the privacy of our website visitors, service users and service providers.
1.2 This policy applies where we are acting as a data controller with respect to the personal data of website visitors, service users and service providers; in other words, where we determine the purposes and means of the processing of that personal data.
1.4 In this policy, "we", "us" and "our" refer to Büro Albert GbR. For more information about us, see Section 13.
2. Credit2.1 This document was created using a template from SEQ Legal (https://seqlegal.com).
3. How we use your personal data3.1 In this Section 3 we have set out:
(a) the general categories of personal data that we may process;
(b) the purposes for which we may process personal data; and
(c) the legal bases of the processing.
3.2 We may process data about your use of our website ("usage data"). The usage data may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your website use. The source of the usage data is our analytics tracking system Google Analytics. This usage data may be processed for the purposes of analysing the use of the website. The legal basis for this processing is our legitimate interests, namely monitoring and improving our website.
3.3 We may store and process your personal data that are provided in the course of providing or offering your services ("service data"). The service data may include your name, address, telephone number, email address, gender, rates, specializations, qualifications, educational details, payment details and other service-related information. The source of the service data is you or your employer. The service data may be processed for the purposes of requesting your services, ensuring the security of our services, maintaining back-ups of our databases and communicating with you. The legal basis for this processing is our legitimate interests, namely the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.
3.4 We may process information contained in any enquiry you submit to us regarding our services ("enquiry data"). The enquiry data may be processed for the purposes of offering, marketing and selling relevant services to you. The legal basis for this processing is our legitimate interest to contact you and respond to your enquiry.
3.5 We may process information relating to our customer relationships, including customer contact information ("customer relationship data"). The customer relationship data may include your name, your employer, your job title or role, your contact details, and information contained in communications between us and you or your employer. The source of the customer relationship data is you or your employer. The customer relationship data may be processed for the purposes of managing our relationships with customers, communicating with customers, keeping records of those communications and promoting our services to customers. The legal basis for this processing is our legitimate interests, namely the proper management of our customer relationships.
3.6 We may process information relating to transactions, including invoices and payment details ("transaction data"). The transaction data may include your contact details, your bank/payment details and the transaction details. The transaction data may be processed for the purpose of paying invoices and keeping proper records of those transactions. The legal basis for this processing is the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract and our legitimate interests, namely the proper administration of our business.
3.7 We may process information contained in or relating to any communication that you send to us ("correspondence data"). The correspondence data may include the communication content and metadata associated with the communication. Our website will generate the metadata associated with communications made using the website contact forms. The correspondence data may be processed for the purposes of communicating with you and record-keeping. The legal basis for this processing is our legitimate interests, namely the proper administration of our website and business and communications with users.
3.8 We may store identification data that are provided in the course of providing, offering or requesting services in our suppression list if re-cooperation is not desired ("suppression list data"). Suppression list data may include your contact details (name/company name, email address, postal address), provided services and the reason for blacklisting, for the purpose of suppressing re-cooperation and protecting your and our vital interests. The legal basis for this processing is our legitimate interests, namely the proper administration of our business and the proper management of our customer and service provider relationships.
3.9 We may process any of your personal data identified in this policy where necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure. The legal basis for this processing is our legitimate interests, namely the protection and assertion of our legal rights, your legal rights and the legal rights of others.
3.10 In addition to the specific purposes for which we may process your personal data set out in this Section 3, we may also process any of your personal data where such processing is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.
3.11 Please do not supply any other person's personal data to us, unless we prompt you to do so.
3.12 We may prompt you to provide an Emergency Contact, which requires you to provide the full name and telephone number of a third-party natural person. The data will be filed on-site at Büro Albert GbR in Berlin (Ernst-Augustin-Straße 5, 12489 Berlin) as well as digitally. All employees at Büro Albert GbR have access to these data. The data will be accessed if a) an emergency involving the provider of the Emergency Contact details occurs in the office or b) the provider of the Emergency Contact details is not present in the online/offline environment i) without prior notice, ii) for, at the discretion of Büro Albert GbR, an inordinately long period of time and iii) is not reachable through any known mediums. In such cases an employee of Büro Albert GbR will contact the Emergency Contact to inform him/her about the situation and discuss potential further steps. The Emergency Contact will receive a text message informing him/her about filing his/her data at Büro Albert GbR. If the contract between the provider of the Emergency Contact details and Büro Albert ends, Emergency Contact details will be deleted immediately.
4. Providing your personal data to others4.1 We may disclose to our customers upon request only a blinded copy of your service data in the event of a) a complaint received for work already completed, and b) a work assignment to be completed on which you agreed to work on. The blinded data will be limited to an anonymized format of your specializations, qualifications and educational details without the possibility of identification, and serve the sole purpose of providing evidence of qualification to perform the requested work. In case we are asked to provide blinded service data to a customer as part of a quote or tender, we will ask for your consent prior to using your data for that purpose.
4.2 We may disclose your personal data to our insurers and/or professional advisers insofar as reasonably necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, obtaining professional advice, or the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.
4.3 Financial transactions relating to our services are handled by our payment services providers, Commerzbank AG or PayPal. We will share transaction data with our payment services providers only to the extent necessary for the purposes of processing your payments, refunding such payments and dealing with complaints and queries relating to such payments and refunds. You can find information about Commerzbank AG's privacy policies and practices at https://www.commerzbank.de/en/metanavigation/datenschutz/datenschutz.html. You can find information about PayPal's privacy policies and practices at https://www.paypal.com/de/webapps/mpp/ua/privacy-full?locale.x=en_DE.
4.4 In addition to the specific disclosures of personal data set out in this Section 4, we may disclose your personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person. We may also disclose your personal data where such disclosure is necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.
5. International transfers of your personal data and hosting facilities5.1 We have offices in Germany. We do not intend to transfer your data to a recipient in non-EU member states and countries outside the European Economic Area or to an international organization.
5.2 The hosting facilities for our website are situated in Germany. You can find information about Mittwald's privacy policies and practices at https://www.mittwald.de/datenschutz (in German only).
5.3 The hosting facilities for our translation management software are situated in England. You can find information about TJY Limited's privacy policies and practices at http://www.translationprojex.com/privacy.
6. Retaining and deleting personal data6.1 This Section 6 sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal data.
6.2 Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes. 6.3 We will retain your personal data as follows:
(a) Enquiry data and correspondence data not resulting in contracts will be retained for a minimum period of 1 day and for a maximum period of 90 days following receipt of the data. If we intend to store your personal data for the purpose of contacting you in the event of upcoming projects or availabilities likely to result in entering a contract, we will ask for your consent to store your data for this purpose.
(b) Service data will be retained for a minimum period of 1 day and for a maximum period of 5 years following the declared end of contract.
(c) Customer relationship data will be retained for 10 years following the declared end of contract.
(d) Transaction data will be retained for 10 years following transaction.
(e) Suppression list data will be retained until the end of life of our company.
6.4 In some cases it is not possible for us to specify in advance the periods for which your personal data will be retained. In such cases, we will determine the period of retention based on the following criteria:
(a) the period of retention of service data and customer relationship data relating to non-declared inactivity will be determined based on our judgement of likelihood of resuming activity and re-cooperation.
6.5 Notwithstanding the other provisions of this Section 6, we may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect our vital interests or the vital interests of another natural person.
7. Amendments7.1 We may update this policy from time to time by publishing a new version on our website.
7.2 You should check this page occasionally to ensure you are happy with any changes to this policy.
8. Your rights8.1 In this Section 8, we have summarised the rights that you have under data protection law. Some of the rights are complex, and not all of the details have been included in our summaries. Accordingly, you should read the relevant laws and guidance from the regulatory authorities for a full explanation of these rights. 8.2 Your principal rights under data protection law are:
(a) the right to access;
(b) the right to rectification;
(c) the right to erasure;
(d) the right to restrict processing;
(e) the right to object to processing;
(f) the right to data portability;
(g) the right to complain to a supervisory authority; and
(h) the right to withdraw consent.
8.3 You have the right to confirmation as to whether or not we process your personal data and, where we do, access to the personal data, together with certain additional information. That additional information includes details of the purposes of the processing, the categories of personal data concerned and the recipients of the personal data. Providing the rights and freedoms of others are not affected, we will supply to you a copy of your personal data. The first copy will be provided free of charge, but additional copies may be subject to a reasonable fee.
8.4 You have the right to have any inaccurate personal data about you rectified and, taking into account the purposes of the processing, to have any incomplete personal data about you completed.
8.5 In some circumstances you have the right to the erasure of your personal data without undue delay. Those circumstances include: the personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed; you withdraw consent to consent-based processing; you object to the processing under certain rules of applicable data protection law; the processing is for direct marketing purposes; and the personal data have been unlawfully processed. However, there are exclusions of the right to erasure. The general exclusions include where processing is necessary: for exercising the right of freedom of expression and information; for compliance with a legal obligation; or for the establishment, exercise or defence of legal claims.
8.6 In some circumstances you have the right to restrict the processing of your personal data. Those circumstances are: you contest the accuracy of the personal data; processing is unlawful but you oppose erasure; we no longer need the personal data for the purposes of our processing, but you require personal data for the establishment, exercise or defence of legal claims; and you have objected to processing, pending the verification of that objection. Where processing has been restricted on this basis, we may continue to store your personal data. However, we will only otherwise process it: with your consent; for the establishment, exercise or defence of legal claims; for the protection of the rights of another natural or legal person; or for reasons of important public interest.
8.7 You have the right to object to our processing of your personal data on grounds relating to your particular situation, but only to the extent that the legal basis for the processing is that the processing is necessary for: the performance of a task carried out in the public interest or in the exercise of any official authority vested in us; or the purposes of the legitimate interests pursued by us or by a third party. If you make such an objection, we will cease to process the personal information unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing is for the establishment, exercise or defence of legal claims.
8.8 If you consider that our processing of your personal information infringes data protection laws, you have a legal right to lodge a complaint with a supervisory authority responsible for data protection. You may do so in the EU member state of your habitual residence, your place of work or the place of the alleged infringement.
8.9 To the extent that the legal basis for our processing of your personal information is consent, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing before the withdrawal.
8.10 You may exercise any of your rights in relation to your personal data by written notice to us, in addition to the other methods specified in this Section 8.
9. About cookies9.1 A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.
9.2 Cookies may be either "persistent" cookies or "session" cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.
9.3 Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.
12. Managing cookies12.1 Most browsers allow you to refuse to accept cookies and to delete cookies. The methods for doing so vary from browser to browser, and from version to version. You can however obtain up-to-date information about blocking and deleting cookies via these links:
(a) https://support.google.com/chrome/answer/95647?hl=en (Chrome);
(b) https://support.mozilla.org/en-US/kb/enable-and-disable-cookies-website-preferences (Firefox);
(c) http://www.opera.com/help/tutorials/security/cookies/ (Opera);
(d) https://support.microsoft.com/en-gb/help/17442/windows-internet-explorer-delete-manage-cookies (Internet Explorer);
(e) https://support.apple.com/kb/PH21411 (Safari); and
(f) https://privacy.microsoft.com/en-us/windows-10-microsoft-edge-and-privacy (Edge).
12.2 Blocking all cookies will have a negative impact upon the usability of many websites.
12.3 If you block cookies, you will not be able to use all the features on our website.
13. Our details13.1 This website is owned and operated by Büro Albert GbR.
13.2 We are registered in Germany under registration number 049 150 03309, and our registered office is at Am Weinberg 31 in 15711 Königs Wusterhausen.
13.3 Our principal place of business is at Ernst-Augustin-Straße 5 in 12489 Berlin.
13.4 You can contact us:
(a) by post, to the postal addresses given above;
(b) using our website contact form;
(c) by telephone, on the contact number published on our website from time to time; or
(d) by email, using the email address published on our website from time to time.