Data Protection Declaration
This data protection declaration informs you about the type, scope and purpose of the processing of personal data (hereinafter referred to as “data”) within our online offer and the websites, functions and content connected to it, as well as external online presences such as our social media profiles (hereinafter jointly referred to as “online offer”).
With regard to the terms used, such as “processing” or “responsible person”, we refer to the definitions in Article 4 of the General Data Protection Regulation (GDPR).
Responsible party
PPS Pipeline Systems GmbH
Company location:
Hindenburgstr. 36
49610 Quakenbrück, Germany
T +49 5431 14 0
E info@pipelinesystems.de
Managing Director:
Ansgar Kortbus, Peter Heyer
Commercial Register: District Court Osnabrück, HRB 19727
VAT ID No.: DE 812791417
Data Privacy Officer
Christian Rott
Hindenburgstr. 36
49610 Quakenbrück, Germany
T +49 5431 14 269
E rott.christian@pipelinesystems.de
Types of processed data:
- Person-based data (e.g., names, addresses).
- Contact data (e.g., email, telephone number).
- Content data (e.g., text input, photos, videos).
- Use data (e.g., sites visited, content interest, site access times).
- Metadata/communication data (e.g., device information, IP addresses).
Categories of persons impacted
Visitors and users of the online offer (hereinafter we also refer to the data subjects collectively as “users“).
Processing purpose
- Provision of the online offer, its functions and contents.
- Responding to contact requests and communicating with users.
- Security measures.
- Reach measurement/marketing.
Terms used
“Personal data” means any information relating to an identified or identifiable natural person (hereinafter “data subject”); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier (e.g. cookie) or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.
“Processing” means any operation or set of operations which is performed on the personal data, whether or not by automatic means. The term is broad and covers virtually any handling of data.
“Pseudonymisation” means the processing of personal data in such a way that the personal data can no longer be related to a specific data subject without additional information, provided that such additional information is kept separately and is subject to technical and organisational measures that ensure the personal data are not attributed to an identified or identifiable natural person.
“Profiling” means any automated processing of personal data which consists of using such personal data to evaluate certain personal aspects relating to a natural person, in particular to analyse or predict aspects relating to that natural person’s performance at work, economic situation, health, personal preferences, interests, reliability, behaviour, location or change of location.
The “responsible person” means the natural or legal person, public authority, agency or other body which alone – or jointly with others – determines the purposes and means of the processing of personal data.
“Processor” means a natural or legal person, public authority, agency or other body which processes personal data on behalf of the responsible person.
Relevant legal basis
In accordance with Art. 13 GDPR, we inform you of the legal basis for our data processing. If the legal basis is not stated in the data protection declaration, then the following apply: The legal basis for obtaining consent is Art. 6(1)(a) and Art. 7 GDPR, the legal basis for processing in order to fulfil our services and to carry out contractual measures and respond to enquiries is Art. 6(1)(b) GDPR, Art. 6(1)(c) GDPR is the legal basis for processing in order to fulfil our legal obligations, and Art. 6(1)(f) GDPR is the legal basis for processing in order to protect our legitimate interests. In the event that vital interests of the Data Subject or another natural person make it necessary to process personal data, the legal basis is Art. 6 (1) (d) GDPR.
Security measures
We take the appropriate technical and organisational measures to ensure a level of protection corresponding to the risk in accordance with Article 32 of the GDPR, taking into account the state of the art, the costs of implementation and the nature, scope, circumstances and purposes of the processing, as well as the varying likelihood and severity of the risk to the rights and freedoms of natural persons.
The measures include, in particular, ensuring the confidentiality, integrity and availability of data by controlling physical access to the data, as well as access to, input, disclosure, ensuring availability and segregation of the data. We also have procedures in place to ensure the data subjects’ rights are exercised, and assure deletion of data and a response to data compromise. Furthermore, we already take the protection of personal data into account in the development and selection of hardware, software and procedures, in accordance with the principle of data privacy through technology design and through data privacy-friendly default settings (Art. 25 GDPR).
Cooperation with processors and third parties
If, in the course of our order execution, we disclose data to other persons and companies (order processors or third parties), transmit data to them or otherwise grant them access to these data, then this is only done on the basis of a legal permission (e.g. if a transmission of the data to third parties, such as to payment service providers, is necessary for the performance of the contract pursuant to Art. 6 (1) lit. b GDPR), that you have consented to, a legal obligation provides for this or on the basis of our legitimate interests (e.g. when using agents, web hosts, etc.).
If we commission third parties with the processing of data on the basis of a so-called “order processing contract”, then this is done on the basis of Art. 28 GDPR.
Transfers to third countries
If we process data in a third country (i.e. outside the European Union (EU) or the European Economic ZONE (EEZ)) or do so in the context of using third-party services or disclosing or transferring data to third parties, then this will only be done if it is done to fulfil our (pre-)contractual obligations, on the basis of your consent, or because of a legal obligation or on the basis of our legitimate interests. Subject to legal or contractual permissions, we only process or allow the processing of data in a third country if the special requirements of Art. 44 ff. GDPR are met. This means that the processing is carried out, for example, on the basis of special guarantees, such as the officially recognised determination of a level of data privacy corresponding to that of the EU (e.g. for the USA through the “Privacy Shield”) or compliance with officially recognised special contractual obligations (so-called “standard contractual clauses”).
Rights of the impacted person
You have the right to request confirmation as to whether data in question are being processed and to information about these data as well as further information and a copy of the data in accordance with Art. 15 of the GDPR.
You have the right according to Article 16 of the GDPR to request that the data concerning you be completed or that the inaccurate data concerning you be corrected.
In accordance with Art. 17 of the GDPR, you have the right to demand that the data in question be deleted without delay, or alternatively in accordance with Art. 18 of the GDPR, to demand that the processing of the data be restricted.
You have the right to request that the data concerning you, which you have provided to us, be received in accordance with Article 20 of the GDPR and to request that it be transferred to other data responsible persons. You also have the right to lodge a complaint with the responsible supervisory authority, pursuant to Art. 77 GDPR.
Right to revoke
You have the right to revoke granted consent in accordance with Art. 7 (3) GDPR with effect for the future.
Right of objection
You may object to the future processing of data relating to you in accordance with Art. 21 GDPR at any time. The objection can be made in particular against the processing for purposes of direct advertising.
Cookies and the right to object to direct advertising
Cookies” are small files that are stored on users’ computers. Different information can be stored within the cookies. A cookie is primarily used to store information about a user (or the device on which the cookie is stored) during or after his or her visit to an online offer. Temporary cookies, or “session cookies” or “transient cookies”, are cookies that are deleted after a user leaves an online offer and closes his or her browser. In such a cookie, for example, the contents of a shopping basket in an online shop or a login status can be stored. Cookies that remain stored even after the browser is closed are referred to as “permanent” or “persistent” cookies. For example, the login status can be stored if users visit them after several days. Likewise, the interests of users can be stored in such a cookie, which is used for range measurement or marketing purposes. Third-party cookies are cookies that are offered by providers other than the responsible party that operates the online offer (otherwise, if they are only its cookies, they are referred to as “first-party cookies”).
We may use temporary and permanent cookies and explain this in our data protection policy.
If users do not want cookies to be stored on their computer, then they are asked to deactivate the corresponding option in the system settings of their browser. Stored cookies can be deleted in the system settings of the browser. The exclusion of cookies can lead to functional restrictions of this online offering.
A general objection to the use of cookies used for online marketing purposes can be declared for a large number of services, especially in the case of tracking, via the US American site http://www.aboutads.info/choices/ or the EU site http://www.youronlinechoices.com/. Furthermore, the storage of cookies can be achieved by deactivating them in the browser settings. Please note that not all functions of this online offering will then be available.
Deletion of data
The data processed by us will be deleted or restricted in its processing in accordance with Articles 17 and 18 GDPR. Unless expressly stated within the scope of this data protection declaration, the data stored by us will be deleted as soon as it is no longer required for its intended purpose and the deletion does not conflict with any statutory retention obligations. If the data are not deleted because they are required for other and legally permissible purposes, their processing will be restricted. I.e. the data are blocked and not processed for other purposes. This applies, for example, to data that must be retained for reasons of commercial or tax law.
According to legal requirements in Germany, data are stored for 10 years in accordance with §§ 147 para. 1 AO, 257 para. 1 nos. 1 and 4, para. 4 of the HGB German Commercial Code (books, records, management reports, accounting vouchers, commercial books, documents relevant for taxation, etc.) and 6 years in accordance with § 257 para. 1 nos. 2 and 3, para. 4 HGB (commercial letters).
According to legal requirements in Austria, storage is carried out in particular for 7 years pursuant to § 132 para. 1 BAO (accounting records, vouchers/invoices, accounts, receipts, business papers, statement of income and expenditure, etc.), for 22 years in connection with real property and for 10 years for records in connection with electronically provided services, telecommunications, radio and television services provided to non-entrepreneurs in EU member states and for which the Mini-One-Stop-Shop (MOSS) is claimed.
Data protection information in the job application procedure
We only process applicant data for the purpose of and within the scope of the application procedure in accordance with the legal requirements. Applicant data are processed in order to fulfil our (pre)contractual obligations within the scope of the application procedure in accordance with Art. 6 (1) lit. b. GDPR Art. 6 para. 1 lit. f. GDPR insofar as the data processing becomes necessary for us, e.g. within the scope of legal procedures (in Germany, § 26 BDSG also applies).
The job application procedure requires applicants to provide us with applicant data. The necessary applicant data are marked as such if we offer an online form, otherwise they result from the job descriptions and basically include personal details, postal and contact addresses and the documents belonging to the application, such as cover letter, CV and certificates. In addition, job applicants can voluntarily provide us with additional information.
By submitting their job application to us, applicants consent to the processing of their data for the purposes of the application procedure in accordance with the type and scope set out in this data protection declaration.
Insofar as special categories of personal data within the meaning of Art. 9 (1) GDPR are voluntarily disclosed within the scope of the application procedure, their processing shall additionally be carried out in accordance with Art. 9 (2) lit. b GDPR (e.g. health data, such as severely disabled status or ethnic origin). Insofar as special categories of personal data within the meaning of Art. 9 (1) GDPR are requested from applicants as part of the job application process, their processing is additionally carried out in accordance with Art. 9 (2) a GDPR (e.g. health data if this is necessary for carrying out the profession).
If provided, applicants can submit their job applications to us using an online form on our website. The data are transmitted to us in encrypted form in accordance with the state of the art.
Applicants can also send us their applications by e-mail. Please note, however, that e-mails are generally not sent in encrypted form and applicants must ensure themselves that they are encrypted. We therefore cannot accept any responsibility for the transmission path of the application between the sender and receipt on our server and thus recommend rather using an online form or sending by post. This is because instead of applying via the online form and e-mail, applicants still have the option of sending us the application by post.
The data provided by applicants may, in the event of a successful job application, be further processed by us for the purposes of the employment relationship. Otherwise, if the application for an open position is unsuccessful, the applicants’ data will be deleted. Applicants’ data will also be deleted if an application is withdrawn, which applicants are entitled to do at any time.
Subject to a justified withdrawal by the applicant, the deletion will take place after the expiry of a period of six months in order to allow us to answer any follow-up questions about the application and meet our obligations to provide evidence under the Equal Treatment Act. Invoices for any reimbursement of travel expenses will be archived in accordance with tax law requirements.
Talent pool
As part of the job application process, we offer applicants the opportunity to be included in our “talent pool” for a period of two years on the basis of consent within the provisions of Art. 6 Para. 1 lit. b. and Art. 7 GDPR.
The application documents in the talent pool will be processed solely in the context of future job advertisements and employee searches, and will be destroyed at the latest after the expiry of the period. Applicants are informed that their consent to inclusion in the talent pool is voluntary, has no influence on the current application process and that they can revoke this consent at any time for the future and declare their objection within the meaning of Article 21 of the GDPR.
Contacting us
When contacting us (e.g. by contact form, e-mail, telephone or via social media), the user’s details are processed for the purpose of handling the contact request and its processing pursuant to Art. 6 (1) lit. b) GDPR. The user’s details may be stored in a customer relationship management system (“CRM system”) or comparable query administration.
We delete the queries if they are no longer necessary. We review the necessity every two years. Furthermore, the statutory archiving obligations apply.
Hosting and e-mail dispatch
The hosting services we use serve to provide the following services: Infrastructure and platform services, computing capacity, storage space and database services, e-mail dispatch, security services and technical maintenance services, which we use for the purpose of operating this online offering.
In doing so, we, or our hosting provider, process personal data, contact data, content data, contract data, usage data, meta data and communication data of customers, interested parties and visitors of this online offer on the basis of our legitimate interests in an efficient and secure provision of this online offer pursuant to Art. 6 para. 1 lit. f GDPR in conjunction with Art. 28 GDPR (conclusion of a contract). Art. 28 GDPR (conclusion of order processing agreement).).
Collection of access data and log files
We, or rather our hosting provider, collect on the basis of our legitimate interests within the meaning of Art. 6 para. 1 lit. f. GDPR, data about every access to the server on which this service is located (so-called server log files). The access data include the name of the accessed website, file, date and time of access, amount of data transferred, notification of successful access, browser type and version, the user’s operating system, referrer URL (the previously visited page), IP address and the requesting provider.
Log file information is stored for security reasons (e.g. for the clarification of abuse or fraud) for a maximum of 7 days and then deleted. Data whose further storage is required for evidentiary purposes is exempt from deletion until the respective incident is finally clarified.