DATA PROTECTION DECLARATION

Information on data processing according to Art. 13 and Art. 14 General Data Protection Regulation (GDPR)

GK Software SE, Waldstraße 7, 08162 Schöneck, collects and processes your personal data under the following conditions.

 

Responsible party for the processing of your data

 

GK Software SE, represented by its executive board:

Rainer Gläß, Chief Executive Officer (CEO)

André Hergert, Chief Financial Officer (CFO)

 

Contact information:

GK Software SE

Waldstraße 7

08261 Schöneck

 

Phone: +49 (0)3 74 64 84 - 0

Fax: +49 (0)3 74 64 84 - 15

E-mail: This email address is being protected from spambots. You need JavaScript enabled to view it.

 

 

 

Data Protection Officer of GK Software SE

This email address is being protected from spambots. You need JavaScript enabled to view it.

 

 

WHEN DO WE PROCESS PERSONAL DATA AND WHICH TYPE?

For the usage of the website:

If you visit our website, information is automatically sent our website’s server by the browser that you are using on your device. This information is temporarily stored in a so-called log file. The following information is logged without you doing anything and is stored until it is automatically deleted:

  • the IP address of the computer making the request,
  • the date and time of access,
  • the name and URL of the file that has been requested,
  • the website, from which access took place (the referrer URL),
  • the browser used and possibly the operating system on your computer as well as the name of your access provider.

 

We process the data mentioned for the following purposes:

  • to guarantee a smooth connection with our website,
  • to guarantee that you can use our website with ease,
  • to assess the system security and stability – and
  • for other administrative purposes.

 

The legal basis for processing data can be found in Article 6 (1) lit. f) GDPR. Our legitimate interest is based on the purposes for collecting data that are listed above. We never use the data that we collect for the purpose of drawing conclusions about you as a person.

 

Duration: The previously listed data are kept for 180 days.

 

For the provision of the service and system we process data for the following purposes and duration:

  • training platform with personalized user account
  • training overview with all trainings and results
  • reports for HR (internal) for further education / training of employees
  • Saving external training participants:
    • Based on contract / training application
    • Data storage for accounting purposes for 10 years

 

Collected data:

  • first name
  • name
  • email address
  • course details/profile
  • certificates
  • first access to site (date, time)
  • last access to site (date, time)
  • last IP address
  • reports:
    • today's logs
    • all logs (with description what have done; event name and component)
    • grades overview
  • course completion (which courses, responses, start time, end time, time taken, grade, state) 

 

For the provision of administration and announcement of trainings and the automated registration process we process data for the following purposes and duration:

  • Training administration platform
  • Saving of all trainings for users
  • Saving external training participants:
    • Based on contract / training application
    • Data storage for accounting purposes for 10 years

 

Collected data:

  • name of organisations/companies
  • user name
  • name
  • first name
  • email address
  • pictures from trainer (only internals)
  • preferred language
  • events/trainings
  • registration date and time
  • event dates
  • status (registered, attended or not attended)
  • role (trainer or attendee)
  • activities (login, registrations, cancelations, data policy accepted, event terms and conditions)

The data processing is based on your request and is required in accordance with Art. 6 (1) lit. b) GDPR for the specified purposes for the proper processing of the order and for the mutual fulfillment of obligations under the contract.

The personal data collected by us for the engagement will be stored until the end of the statutory retention period and thereafter deleted unless we are obliged under Article 6 (1) lit. c) GDPR to store it for a longer period of time due to tax and business requirements for storage and documentation (from the German Commercial Code or AO) or you have agreed to further storage according to Art. 6 (1) lit. a) GDPR.

 

Source of the data

If the data is not collected directly from you as the data subject, your data comes from your employer.

 

Transfer of data to third parties

No personal data is transmitted to third parties.

 

Information on Cookies

We make use of cookies on our website. They are small files that your browser automatically creates and are stored on your device (laptop, tablet, smartphone, etc.) when you visit our website. Cookies do not cause any damage to your device and do not contain any viruses, trojan horses or other malware.

The cookie stores information, which is created in conjunction with the device that is specifically used in each case. However, this does not mean that we obtain any direct information about your identity through this.

We firstly deploy cookies to make it more pleasant for you to use our services. For example, we make use of so-called session cookies in order to recognise that you have already visited individual pages of our website in the past. They are automatically deleted once you leave our site.

We also make use of temporary cookies to optimise the user-friendliness of our site; they are stored on your device for a fixed period of time. If you visit our site once again in order to make use of our services, the cookie automatically recognises that you have already been to our site and recalls the information and settings that you entered so that you do not have to input this information once again.

We also use cookies in order to log the usage of our website in statistical terms and analyse this for the purpose of optimising our services for you. These cookies enable us to automatically recognise that you have already visited our site if you choose to do so again. These cookies are automatically deleted after a defined period of time in each case.

Following cookies are normally used:

 

Name

Purpose

Duration

MoodleSession

Login in Moodle

Session cookie

joomla_user_state

Login in Joomla

Session cookie

jbcookies

Acceptance of the cookie-popup

Permanent cookie

“random name”

Device identification & Security of some HTTP-Requests

Session cookie

“random name”

Preferred language

Session cookie

 

The data processed by cookies is necessary for the purposes already mentioned to safeguard our legitimate interests and those of third parties according to Article 6 (1) f) GDPR.

Most browsers automatically accept cookies. However, you can configure your browser in such a way that no cookies are stored on your computer or a notice always appears before a new cookie is created. However, the complete deactivation of cookies may mean that you cannot make use of all the functions on our website.

 

 

Rights of the persons affected

You have the right:

  • to revoke your given consent to us at any time in accordance with Art. 7 (3) GDPR. As a result, we are no longer allowed to continue the data processing based on this consent for the future;
  • to request information about your personal data processed by us pursuant to Art. 15 GDPR. In particular, you can request information on the processing purposes, the category of personal data, the categories of recipients to whom your data has been disclosed, the planned retention period, the right to rectification, deletion, limitation of processing or opposition, the existence of a right to complain, the source of your data, if it was not collected by us, and the existence of automated decision-making including profiling and, where appropriate, meaningful information about their details;
  • to immediately request, in accordance with Art. 16 GDPR, the correction of incorrect or completed personal data stored by us;
  • to demand, in accordance with Art. 17 GDPR, the deletion of your personal data stored by us, unless such processing is required for the purpose of exercising the right to freedom of expression and information, to fulfill a legal obligation, for reasons of public interest or to assert, exercise or defend legal claims;
  • to demand the restriction of the processing of your personal data in accordance with Art. 18 GDPR, as far as the accuracy of the data is disputed by you, the processing is unlawful, but you reject its deletion and we no longer need the data, however you require it in order to assert, exercise or defend legal claims or you have objected to the processing in accordance with Art. 21 GDPR;
  • to receive, in accordance with Art. 20 GDPR, your personal data provided to us in a structured, standard and machine-readable format or to request transmission to another person in charge and

to complain to a supervisory authority in accordance with Art. 77 GDPR. As a rule, you can contact the supervisory authority of your usual place of residence or work or our company headquarters.

 

Right of objection

If your personal data is processed on the basis of a consent pursuant to Art. 6 (1) lit. a), you have the right to revoke your consent at any time. The legitimacy of the data processing until the recall remains unaffected.

If your personal data is processed based on legitimate interests in accordance with Art. 6 (1) lit. f) GDPR, you have the right to file an objection against the processing of your personal data in accordance with Art. 21 GDPR, provided there are reasons for this arising from your particular situation.

If you would like to exercise your right of objection, please send an e-mail to  This email address is being protected from spambots. You need JavaScript enabled to view it.

 

 

 

As of: 25th August 2020