Privacy Policy

In the following, we would like to inform you about data protection on our websites and about the nature, scope, and purpose of the personal data collected, used, and processed by us. Data protection is a high priority for us.

Personal data is any data that could personally identify you, such as your name, IP address, telephone number, etc. This data is processed partly automatically when you visit the website (e.g. IP address, browser type, operating system, etc.), or when you give us your consent for processing, or when you voluntarily communicate your data to us, e.g. by entering your data into a form on our website.

Furthermore, we would like to inform you about your rights under the GDPR.

You have the right at any time to receive information free of charge about the origin, recipient, and purpose of your personal data processed by us, as well as the right to the correction or deletion of this data.

You also have the right to request the restriction of the processing of your personal data under certain circumstances. If you have given us consent for data processing, you can revoke this consent at any time for the future. Furthermore, you have a right of appeal to the competent data protection supervisory authority.

The party responsible for data protection / processing entity is the company

Office- und Kopiermanagement 2000 KG
Nürnberger Straße 54
95448 Bayreuth

Telephone 0921 75734-0
Telefax 0921 75734-34
E-Mail: info@okm2000.de

Managing Director: Timmy Schramm

Operational Data Protection Officer

RA Markus v. Hohenhau
e-Data Protection GmbH
Dachauplatz 8
93047 Regensburg

info@e-data-protection.de

If you have any questions regarding data protection, please contact our data protection officer named above or write to datenschutz@dasganzebuero.de

Processing of your data within the framework of the services provided by us

For our customers or business partners, or in the event that you are interested in our services, the type, scope, and purpose of the processing of your personal data are based on the contractual or pre-contractual relationships existing between us. We process personal data that we request from you or that you provide to us to answer your inquiry, create an offer for you, or process your order. Data subjects are interested parties, business partners, and contractual partners. The purpose of processing is the handling of contractual services, communication, as well as responding to contact inquiries and office and organizational procedures.

Unless otherwise stated in this privacy policy, the processing of your data and its transfer to third parties is limited to the data required and appropriate for answering your inquiries and/or fulfilling the contract, protecting our rights, and fulfilling legal obligations.

Affected data includes

Inventory data (e.g. names, addresses)
Payment data (e.g. bank details, invoices)
Contact data (e.g. e-mail address, telephone number, postal address)
Contract data (e.g. subject of contract, duration)

The legal basis for data processing is Art. 6 I 1 lit. b GDPR, the performance of a contract or the fulfillment of pre-contractual inquiries.

Unless a specific storage period is mentioned in this privacy policy, we store your personal data until the purpose for data processing no longer applies. We delete your personal data when we no longer need it, i.e. after termination of the contractual relationship existing between us, or after our legitimate interest in the further processing of the data has ceased, or if you request us to delete it. Mandatory statutory provisions – in particular statutory retention periods – remain unaffected. Likewise, it may be necessary to process your personal data until the expiry of these periods for the assertion, exercise, or defense of legal claims arising from contractual relationships, or for the protection of the rights of another natural or legal person. We will then only delete the personal data required for this after these periods have expired. Until these periods expire, however, we restrict the processing of this data to these purposes.

Website Access - Processing of personal data and type and purpose of use

When you access our websites, you transmit data to our web server via your internet browser (out of technical necessity). The following data is processed in the server log files during an active connection for communication between your internet browser and our web server:

the page from which the file was requested - Referrer URL
the name of the file
the date and time of the request
a description of the type of web browser used / browser version and operating system
IP address of the requesting computer
Access status (file transferred, file not found, etc.)
Amount of data transferred

For technical reasons (accessing the website), this data is stored temporarily. It is not possible for us to draw conclusions about individual persons based on this data. After 7 days at the latest, the IP addresses are deleted or anonymized.

The data is evaluated exclusively for internal purposes and does not allow us to draw any conclusions about your person. A comparison with other databases does not take place.

The aforementioned data is processed for the following purposes:

Ensuring a proper and smooth connection establishment of the website,
Ensuring a comfortable use of the website,
Evaluation of system security and stability

The legal basis for data processing is Art. 6 Para. 1 S. 1 lit. f GDPR. The legitimate interest follows from the purposes for data collection listed above. In no case do we use the collected data for the purpose of drawing conclusions about your person. You can visit the website without providing any personal information.

Inquiries by e-mail, telefax, or telephone

If you contact us by e-mail, telefax, or telephone, your inquiry, including all resulting personal data (e.g. name, inquiry), will be stored and processed by us for the purpose of processing your request. We do not pass on this data without your consent. There is no legal or contractual obligation to provide your data, but processing your request is not possible without the provision of your data.

The processing of this data is based on Art. 6 Para. 1 lit. b GDPR, provided your request is related to the performance of a contract or is necessary for the implementation of pre-contractual measures. In all other cases, processing is based on your consent (Art. 6 Para. 1 lit. a GDPR) and/or on our legitimate interest (Art. 6 Para. 1 lit. f GDPR), as we have a legitimate interest in the effective processing of inquiries addressed to us.

The data sent to us via contact inquiries (e-mail) will be stored by us until you request deletion, revoke your consent to storage, or the purpose for data storage no longer applies (e.g. after your request has been fully processed). Mandatory statutory provisions – in particular statutory retention periods – remain unaffected.

Data when using our contact form / Inquiries

If you send us a message via our contact form, the mandatory fields result from the form. Providing an e-mail address is necessary to enable us to contact you by e-mail. There is no legal or contractual obligation to provide your data, but processing your request is not possible without the provision of your data.

The data you enter into the contact form will be used by us exclusively to respond to the contact within the framework of your inquiry. We do not pass on the data you enter into the contact form to third parties or use this data for purposes other than responding to your inquiry. Data processing takes place either for the purpose of performing a contract to which the data subject is a party, or for the implementation of pre-contractual measures (Art 6 I S 1 lit b GDPR), or according to Art. 6 Para. 1 S. 1 lit. a GDPR based on your voluntarily given consent and/or on our legitimate interests (Art. 6 Para. 1 lit. f GDPR), as we have a legitimate interest in the effective processing of inquiries addressed to us.

Your data will be deleted after the final processing of your request, provided that there are no statutory retention obligations to the contrary.

Data use for online technician requests / meter reading notifications

We process personal data within the framework of your contract with us. Via our website, customers can request technicians online via the contact form and report meter readings. The legal basis for data processing is Art 6 I S 1 lit b GDPR, the contract existing with the customer. We use the data you provide exclusively for contract fulfillment and processing your inquiries. After final response to your inquiry, complete processing of the contract, or deletion of your customer account, your data will be blocked for further use and deleted after the expiry of the retention periods under tax and commercial law.

Toner orders for commercial customers

We offer our commercial customers the possibility to order toner online via our form. The mandatory information required for this results from the form. These are processed by us to handle your order based on Art 6 I lit b GDPR.

We use the data you provide exclusively for contract fulfillment and processing your inquiries. After final response to your inquiry, complete processing of the contract, or deletion of your customer account, your data will be blocked for further use and deleted after the expiry of the retention periods under tax and commercial law.

E-mail advertising and your right to object

If we have received your e-mail address in connection with the sale of a product or service and you have not objected, we reserve the right, based on § 7 III UWG, to regularly send you offers for similar products by e-mail. The legal basis arises from our legitimate interest in advertising to our customers and the processing of the data is permissible under Art 6 I S1 lit f GDPR within the framework of a balancing of interests.

You can object to the use of your e-mail address at any time by sending us a message or via the corresponding link in the advertising e-mail. After the legal basis for data processing for advertising e-mails no longer applies, your e-mail address will be deleted, provided that no statutory retention obligations (e.g. from tax or commercial law) prevent this.

We further point out that you can object to the future processing of your personal data according to the statutory requirements of Art. 21 GDPR at any time. The objection can be made in particular against processing for the purposes of direct advertising.

Postal advertising and your right to object

We reserve the right to use your first and last name as well as your postal address which you provided to us in the context of orders for our own advertising purposes, e.g. for sending interesting offers and information about our products by letter post. This serves to protect our predominantly legitimate interests in advertising to our customers after a balancing of interests according to Art. 6 Para. 1 S. 1 lit. f GDPR.

You can object to the storage and use of your data for these purposes at any time by sending us a message. The objection can be made in particular against processing for the purposes of direct advertising. After the legal basis for data processing for postal advertising no longer applies, your address data will be deleted, provided that no statutory retention obligations prevent this.

Data protection for job applications

If you send us your application documents, we use them exclusively for the decision on your application and do not pass on your data to third parties. We point out that when sending application documents by e-mail, no encryption of your data is currently offered by us. However, you can send your attachments encrypted e.g. with the program 7ZIP (http://www.7-zip.de/) to us by e-mail and tell us your password separately, e.g. by telephone. You will receive an e-mail message from us regarding the receipt of your application. You can also send us your application by post at any time.

Application data is stored and managed separately from other datasets.

If we conclude an employment contract with an applicant, the transmitted data will be stored for the purpose of handling the employment relationship in compliance with statutory regulations. If no employment contract is concluded with the applicant, the application documents will be deleted automatically at the latest 6 months after notification of the rejection decision, unless deletion is opposed by other legitimate interests of the controller or the applicant has expressly consented to longer storage of their application. Other legitimate interest in this sense is, for example, a duty of proof in a procedure under the General Act on Equal Treatment (AGG).

Data processing for the purpose of contacting you and processing your application data is based on Art. 6 Para. 1 S. 1 lit. a,b GDPR based on your voluntarily given consent, as well as for the implementation of pre-contractual measures.

Online presence in social networks

We maintain online presences in social networks for advertising purposes.

We point out that you use the social services and their functions on your own responsibility. This applies in particular to the use of interactive functions (e.g. sharing, rating).

When you visit our online presences in social media, personal data is collected and processed by the respective provider for advertising and market research purposes. As a rule, usage profiles are also created. This is especially the case if you are a member of the respective platform and are logged in to it. The usage profiles can be used by the providers to show you interest-based advertising. To avoid social media operators collecting information about you during your visit to our websites, you should log out of the respective social medium before visiting our websites and delete any existing social media cookies from your browser.

Social Network Links

No social plugins from Facebook or other social networks are integrated on these websites. Therefore, no program code of a social network is active on our pages. The icons for Facebook etc. on our website are merely linked images.

Privacy Notice - Online presence on Facebook (META)

Facebook Ireland (Meta Platforms Ireland Ltd., 4 Grand Canal Square, Dublin 2, Ireland – hereinafter referred to as Facebook) and the page administrator (we) are jointly responsible for processing personal data for the products covered in the Terms of Service on the page administrator's Facebook account, which are collected in connection with a visit or interaction with a page (including its content).

Covered products are all Facebook products, Facebook pages, and Page Insights. Facebook products include Facebook itself (including the mobile Facebook app and the browser in the app), Messenger, Instagram (including apps like Direct and Boomerang), Portal-branded devices, Bonfire, Facebook Mentions, Facebook Shops, Spark AR Studio, Audience Network, NPE Team apps, and all other features, apps, technologies, software products, products, or services offered by Facebook, Inc. or Facebook Ireland Limited. Furthermore, Facebook Business Tools also count as Facebook products.

The scope of joint processing and the Controller Addendum covers the collection of personal data defined in the Terms of Service for Covered Products and their transmission to Facebook. The subsequent processing of data by Facebook is not part of the joint processing. Likewise, joint processing does not include cases where personal data is processed exclusively by us – in this case, we are the sole controller of the data processing.

The information required according to Article 13 Para. 1 lit. a and b GDPR can be accessed in Facebook's Data Policy at https://www.facebook.com/about/privacy. Further information on joint processing can be found in the respective terms of service of the products.

For the use of certain Facebook products (so-called "Facebook Business Tools") and the associated data processing, the supplementary agreement between us and Facebook as joint controllers according to Art. 26 GDPR applies, which you can view at https://www.facebook.com/legal/controller_addendum.

The page administrator and Facebook have entered into this Controller Addendum to determine the respective responsibilities for fulfilling the obligations under GDPR regarding joint processing (as defined in the Terms of Service for Covered Products).

Furthermore, we have agreed that between the parties, Facebook is responsible for enabling the rights of data subjects according to Articles 15-20 of the GDPR regarding the personal data stored by Facebook after joint processing.

Data transfer is based on the Standard Contractual Clauses of the EU Commission.

Further information can be found at

https://de-de.facebook.com/help/566994660333381/?helpref=uf_share

https://www.facebook.com/legal/EU_data_transfer_addendum

Data processing terms at Facebook

We expressly point out that using certain Facebook products may involve the transmission of personal information to Facebook. Depending on the circumstances, Facebook Ireland Limited may also transfer EU data to Facebook Inc. in the USA for storage and further processing. By using Facebook products, the user agrees to Facebook's data processing terms. These can be found at https://www.facebook.com/legal/terms/dataprocessing/update.

The Facebook EU Data Transfer Addendum can be found at https://www.facebook.com/legal/EU_data_transfer_addendum

Facebook's Data Policy can be found at https://www.facebook.com/about/privacy/

Information about cookies and other storage technologies on Facebook can be found at https://www.facebook.com/policies/cookies/

Facebook's data security terms can be viewed at https://www.facebook.com/legal/terms/data_security_terms.

Facebook's Terms of Service for commercial use can be found at https://www.facebook.com/legal/commercial_terms/update

Facebook's Data Protection Officer can be contacted at https://www.facebook.com/help/contact/540977946302970.

Further information on Page Insights data

Facebook also provides us with so-called Page Insights for the Facebook page. Insights data is aggregated data that provides us with information on how users interact with the Facebook page. The legal basis for data processing is Art. 6 Para. I S. 1 lit. f GDPR, the protection of our legitimate interests in an optimized presentation of the web offering and effective communication with users.

The data processing is based on an agreement between the joint controllers according to Art. 26 GDPR, which you can view at https://www.facebook.com/legal/terms/page_controller_addendum.

Further information on Page Insights data on Facebook at https://www.facebook.com/legal/terms/information_about_page_insights_data

Data processing when contacting via Facebook products

We collect personal data when you contact us, e.g. via the contact form or via Messenger. This data is stored and used exclusively for the purpose of answering your request or for establishing contact and the associated technical administration. The legal basis for processing the data is our legitimate interest in answering your request according to Art. 6 Para. I S. 1 lit. f GDPR. Your data will be deleted after your request has been fully processed, provided there are no statutory retention obligations.

Your rights

Facebook and we have agreed that Facebook is primarily responsible for providing you with information about joint processing and enabling you to exercise your rights under GDPR. Under GDPR, you have the right to information, rectification, portability, and deletion of your data, as well as to object to the processing of your data and to the restriction of processing. You can find out more about these rights in your Facebook settings. For further information on your rights, see also "Rights of data subjects" in this privacy policy.

Facebook and we have agreed that the Irish Data Protection Commission is the lead authority supervising processing under joint responsibility. You have the right to lodge a complaint with the Irish Data Protection Commission (see www.dataprotection.ie) or with your local supervisory authority.

Right to object to advertising

You can object to the processing of your data for advertising purposes on Facebook at any time by changing your ad preferences in your Facebook user account at https://www.facebook.com/settings?tab=ads accordingly.

Legal basis for operating the Facebook page and processing personal data upon access

We operate the Facebook page for the purpose of advertising our goods and services. The processing of personal data is based on Art 6 I S 1 lit f GDPR.

YouTube Videos

We may use the provider YouTube (Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland) for the embedding/framing of videos. When you access a page of our website equipped with a YouTube video, a connection to the YouTube servers is established and the video is displayed. This transmits to the YouTube server from which website the video was accessed. If you are logged in as a member of YouTube, YouTube assigns this information to your personal user account. You can prevent this assignment by logging out of your YouTube user account as well as other user accounts of the companies YouTube and Google before using our websites and deleting the corresponding cookies of the companies. If necessary, further services and fonts, such as Google Fonts, are reloaded by YouTube when accessing the videos.

The videos as well as the further services and fonts are displayed via our website based on your consent (Art 6 I S 1 lit a GDPR – your click on the respective video to play the file). Furthermore, the integration and use of YouTube takes place in the interest of an attractive presentation of our web pages. This constitutes a legitimate interest within the meaning of Art. 6 Para. 1 lit. f GDPR.

YouTube videos are embedded on our websites in so-called enhanced data protection mode (NoCookie) or are reachable via an external link. Further information on data processing and notes on data protection by YouTube (Google) can be found at https://policies.google.com/privacy?hl=en

YouTube's Terms of Service can be found at https://www.youtube.com/static?gl=DE&template=terms&hl=en.

Data security - SSL encryption

We use the SSL (Secure Socket Layer) process on our website to encrypt and protect the transmission of confidential content. When SSL encryption is activated, the data you transmit to us cannot be read by third parties. You can recognize whether an individual page of our website is transmitted in encrypted form by the closed representation of the key or lock symbol in the status bar of your browser - the address line of your browser shows "https://" in the case of SSL encryption.

Processing/Transfer of data

Transfer of your personal data to third parties for purposes other than those listed above or below does not take place.

We only pass on your personal data to third parties if:

you have given your express consent according to Art. 6 Para. 1 S. 1 lit. a GDPR,
this is legally permissible and necessary according to Art. 6 Para. 1 S. 1 lit. b GDPR for the fulfillment of contractual relationships or for the implementation of pre-contractual measures with you,
in the event that there is a legal obligation for us to pass on the data according to Art. 6 Para. 1 S. 1 lit. c GDPR,
processing is necessary according to Art. 6 Para. 1 S. 1 lit. f GDPR to protect our legitimate interests or those of a third party, provided that the interests or fundamental rights and freedoms of the data subject which require the protection of personal data do not prevail, especially if the data subject is a child.

Rights of data subjects

You have the right:

to request information about your personal data processed by us according to Art. 15 GDPR;
to request the immediate correction of incorrect or completion of your personal data stored by us according to Art. 16 GDPR;
to request the deletion of your personal data stored by us according to Art. 17 GDPR, unless processing is necessary to exercise the right to freedom of expression and information, to fulfill a legal obligation, for reasons of public interest, or for the assertion, exercise, or defense of legal claims;
to request the restriction of processing of your personal data according to Art. 18 GDPR, insofar as the accuracy of the data is contested by you, processing is unlawful but you reject its deletion and we no longer need the data but you need it for the assertion, exercise, or defense of legal claims or you have lodged an objection to processing according to Art. 21 GDPR;
to receive your personal data that you provided to us in a structured, common, and machine-readable format or to request transmission to another controller according to Art. 20 GDPR;
to revoke your consent once given to us at any time according to Art. 7 Para. 3 GDPR. This means that we may no longer continue the data processing based on this consent for the future;
to lodge a complaint with a supervisory authority according to Art. 77 GDPR. As a rule, you can contact the supervisory authority of your usual place of residence or workplace or our registered office for this. A list of data protection officers in Germany and their contact details can be found at the following link: https://www.bfdi.bund.de/DE/Infothek/Anschriften_Links/anschriften_links-node.html.

Right to object to data collection in special cases as well as to direct advertising (Art. 21 GDPR)

Insofar as we process your personal data according to Art. 6 Para. 1 S. 1 lit. f GDPR to protect our predominantly legitimate interests within the framework of a balancing of interests, you have the right to object to the processing of your personal data with effect for the future according to Art. 21 GDPR. If processing is carried out for the purposes of direct marketing, you can exercise this right at any time. This also applies to profiling insofar as it is associated with such direct advertising. Insofar as processing is carried out for other purposes, you have a right to object only if there are reasons arising from your particular situation.

If you wish to make use of your right to object, an e-mail to us is sufficient.

After exercising your right to object, we will no longer process your personal data unless we can prove compelling legitimate reasons for processing that outweigh your interests, rights, and freedoms, or if processing serves the assertion, exercise, or defense of legal claims.

In the event of your objection to the processing of your personal data for purposes of direct advertising, the personal data will no longer be processed for these purposes.

As a responsible company, we refrain from automatic decision-making or profiling.

Amendment of this Privacy Policy - Status

Due to the further development of our website and offerings or due to changed legal or official requirements, it may become necessary to change this privacy policy in compliance with applicable data protection regulations. The current privacy policy can be accessed and printed by you at any time on our website under Privacy Policy.

Status: February 2023