In the following, we would like to inform you about processing personal data used on our website.

Responsibility:

VIDEO TO VOICE GmbH (Pettenkoferstr. 16-18, 10247 Berlin) is responsible for these web pages. Further information about our company and the persons authorised to represent it can be found in our legal notice.

Which Data Is Processed?

Legal Basis for Processing Data

In order to run our website and the services associated with it, we process personal data on the basis of the following legal principles:

  • consent (Art. 6 para. 1 lit. a) of the General Data Protection Regulation (GDPR))
  • for fulfilling contracts (Art. 6 para. 1 lit. b) of the GDPR)
  • on the basis of a balancing of interests (Art. 6 para. 1 lit. f) of the GDPR)
  • for fulfilling a legal obligation (Art. 6 para. 1 lit. c) of the GDPR)

We will refer to the relevant terms in connection with the respective processing so that you can classify on which basis we process personal data.

If personal data is processed with your consent, you have the right to revoke this consent at any time prospectively.

If we process data on the basis of a balancing of interests, you as the person concerned have the right to object to the processing of personal data, taking into account the provisions of Art. 21 in the GDPR.

Access Data

When you visit our website, personal data is processed in order to display the website’s content on your end device.

In order for the pages to be displayed in your browser, the IP address of the end device you use must be processed. Additional information regarding your end device’s browser is also processed.

Under data protection law, we are also obliged to ensure the confidentiality and integrity of the personal data processed with our IT systems.

For this purpose, the following data is recorded on the basis of a balancing of interests:

  • IP address, in cases where web pages cannot be accessed: "Error Log" (for a maximum of 7 days)
  • Operating system of the computer visiting the site
  • Browser version of the computer visiting the site
  • Name of the retrieved file
  • Date and time of retrieval
  • Data volume transferred
  • Referring URL

The IP address will be deleted after 7 days at the latest from all systems used in connection with operating these web pages. We can then no longer establish a personal reference from the remaining data.

The data is also used to determine and correct errors on the web pages.

Contact Form

We provide a contact form on our website where you can request information about our products or services, or contact us in general. We have marked the data fields that are necessary for you to answer as mandatory fields. Any other data fields are voluntary.

We need this information in order to process your inquiry, to address you correctly and to send you an answer. Data processing is carried out for concrete inquiries for fulfilling a contract or entering into a contract. In the case of general enquiries, processing is based on a balancing of interests.

Inquiries received via the contact form on our website are processed electronically by us in order to answer your enquiry. In this context, other persons, departments and possible third parties may also become aware of the content on the form you have sent.

Data on the form is sent online via encrypted connections.

Newsletter

You can also subscribe to an email newsletter on our website. In addition to voluntary information provided in the respective form, we only process your email address for this purpose. However, this is also absolutely necessary in order to send you the newsletter.

You can unsubscribe from the newsletter at any time. Alternatively, you will find a link for unsubscribing in every newsletter email.

In order to analyse the popularity of our newsletter mailings and to optimise them, we log when emails are opened and links are clicked. This usage analysis is based on a balancing of interests. You can object to this kind of data processing by unsubscribing from the newsletter.

When sending the newsletter, our service provider ("Chimpify") may also use service providers outside the European Union. In this case, the service provider ensures the conditions for adequate level of data protection as per Art. 44 et seq. of the GDPR.

Cookies

Cookies are used on our web pages. Cookies are small text files that are stored in your end device via your browser. Cookies are necessary for certain functions on our web pages.

We use session cookies, which are automatically deleted by your browser immediately after the end of your visit to our website.

However, for the purpose of web analysis, we also use persistent cookies, which are not automatically deleted at the end of your visit to our website.

You can prevent cookies being used by making the appropriate settings in your browser. However, we would like to point out that there may be restrictions when using our website. No programs or other applications are installed or started on your computer by cookies.

The use of cookies is based on a balancing of interests. Our interest is to make visiting our web pages a user-friendly experience.

Web Analysis

On this website, "Stetic", a web analysis tool, is used. The purpose of its use is the "needs-based design" of this website, which is carried out on the basis of a balancing of interests. Web analysis also enables us to detect and correct errors on the website, e.g. due to faulty links. Stetic uses cookies. These are text files which are stored on your computer and which enable your use of the website to be analysed.

You can opt out from data generated by cookies and related to your use of the website being collected by visiting this page.

Google Fonts

We use Google Fonts on our website pages. This involves loading fonts from Google's servers, which serve to improve the design of the website. The data processing is carried out on the basis of a balancing of interests, whereby our interest lies in providing an appealing design for the website.

The fonts in question are loaded from Google servers, which are generally located in the USA. The appropriate level of data protection is guaranteed by Google ("Privacy Shield" list entry).

Google Analytics

This website uses functions from the Google Analytics web analysis service. The provider is Google Ireland Limited ("Google"), Gordon House, Barrow Street, Dublin 4, Ireland.

Google Analytics enables the website operator to analyse the behaviour of website visitors. In doing so, the website operator receives various usage data, such as page views, length of stay, operating systems used and the origin of the user. This data may be summarised by Google in a profile that is assigned to the respective user or their end device.

Google Analytics uses technology that enables the user to be recognised for the purpose of analysing user behaviour (e.g. cookies or device fingerprinting). The information collected by Google about the use of this website is usually transferred to a Google server in the USA and stored there.

The use of this analysis tool is based on Art. 6 para. 1 lit. f) in the GDPR. The website operator has a legitimate interest in analysing user behaviour in order to optimise both its website and its advertising. If corresponding consent has been requested (e.g. consent to the storage of cookies), the data is processed exclusively on the basis of Art. 6 para. 1 lit. a) in the GDPR; consent can be revoked at any time.

Data transfer to the USA is based on the EU Commission’s standard contractual clauses. Details can be found here: https://privacy.google.com/businesses/controllerterms/mccs/

IP Anonymisation

We have activated the IP anonymisation feature on this website. If you are in a member state of the European Union or a state party to the Agreement on the European Economic Area, this means that your IP address is shortened by Google before being sent to the USA. Only in exceptional cases will the full IP address be sent to a Google server in the USA and shortened there. On behalf of the operator of this website, Google will use this information for the purpose of evaluating your use of the website, compiling reports on website activity and providing other services relating to website activity and internet usage to the website operator. The IP address sent by your browser as part of Google Analytics will not be merged with other Google data.

Browser Plugin

You can prevent Google from collecting and processing your data by downloading and installing the browser plugin on the following website: https://tools.google.com/dlpage/gaoptout?hl=en-GB

You can find more information on how Google Analytics handles user data in Google's privacy policy: https://support.google.com/analytics/answer/6004245?hl=en

Processing Contract

We have concluded a processing contract with Google and fully implement the strict requirements specified by the German data protection authorities when using Google Analytics.

Duration of Storage

User and event data stored by Google that is linked to cookies, user identifiers (e.g. User ID) or advertising IDs (e.g. DoubleClick cookies, Android advertising ID) is anonymised or deleted after 14 months. Further details can be found on the following website: https://support.google.com/analytics/answer/7667196?hl=en

YouTube

Our website uses plugins from the YouTube page operated by Google. The operator of the pages is YouTube, LLC, 901 Cherry Ave., San Bruno, CA 94066, USA. When you visit one of our sites equipped with a YouTube plugin, a connection to the YouTube servers is established. This tells the YouTube server which of our pages you have visited.

If you are logged in to your YouTube account, you allow YouTube to assign your surfing behavior directly to your personal profile. You can prevent this by logging out of your YouTube account.

For more information on how user data is handled, please refer to the YouTube privacy policy at https://policies.google.com/privacy?hl=en&gl=en.

Purposes of Processing Personal Data

We process the aforementioned data to operate our website and fulfil contractual obligations for our clients or for the protection of our legitimate interests.

In the case of enquiries from you that are outside an active client relationship, we process the data for the purposes of sales and advertising. You can object to the use of your personal data for advertising purposes at any time.

Voluntary Data

If you provide us with data voluntarily, e.g. in forms, and this data is not required for fulfilling our contractual obligations, we process this data on the justified assumption that the processing and use of this data is in your interest.

Receiving / Passing On Data

Data that you provide will not be passed on to third parties. In particular, your data will not be passed on to third parties for their advertising purposes.

However, we may use service providers to operate this website or for further products or services from us. In this case, it may be the case that a service provider obtains knowledge of personal data. We select our service providers carefully - especially with regard to data protection and data security - and take all measures required by data protection law for permissible data processing.

Data Processing Outside The European Union

Insofar as personal data is processed outside the European Union, you can see this in the previous explanations.

Data from outside the EU is processed when the email is sent. In this instance, our service provider "Chimpify" uses the provider "Sendgrid". Necessary measures have been taken to ensure an adequate level of data protection. For this purpose, the EU standard contract clauses are applied, which can be found on the EU Commission’s website.

Data Protection Officer

We are not legally obliged to appoint a data protection officer.

Your Rights as A Data Subject

You have the right of access to personal data concerning you. You can contact us for information at any time.

If a request for information is not made in writing, we ask for your understanding that we may require you to provide evidence proving that you are the person you claim to be.

Furthermore, you have the right to correct, delete or restrict the processing of data, in as far as you are legally entitled to do so.

Finally, you have the right to object to data processing within the scope of the statutory provisions. The same applies to data transferability rights.

Deleting Data

As a matter of principle, we delete personal data when there is no need to continue storing it. In particular, it may be necessary to keep data if it is still needed to fulfil contractual services, to check and grant or ward off warranty and, if applicable, guarantee claims. In the case of statutory storage obligations, deleting data will only be considered after the respective storage obligation has expired.

Right of Appeal to A Supervisory Authority

You have the right to complain about the personal data processed by us to a data protection supervisory authority.

Changes to This Privacy Policy

We will revise this privacy policy whenever changes are made to our website or the need arises. You will always find the current version on this website.

Social Media Online Presence

We maintain an online presence on social media networks and platforms in order to be able to communicate with our clients, interested parties and users active there and to inform them about our services. When accessing social media networks and platforms, the terms and conditions as well as the data processing guidelines of their respective operators apply.

Unless otherwise stated in our privacy policy, we process the data of users if they communicate with us on the social networks and platforms, e.g. write comments on our posts or send us messages.

Audio and Video Conferences

Data Processing

We use online conferencing tools to communicate with our clients. The specific tools we use are listed below. If you communicate with us by video or audio conference via the Internet, your personal data will be collected and processed by us and the provider of the respective conferencing tool.

Online conferencing tools collect all data that you provide/enter to use the tools (email address and/or your telephone number). Furthermore, the conferencing tools process the duration of the call, start and end (time) of participation in the call, number of participants and other "contextual information" related to the communication process (metadata).

Furthermore, the provider of the tool processes all technical data that is necessary for handling the online communication. In particular, this includes IP addresses, MAC addresses, device IDs, device type, operating system type and version, client version, camera type, microphone or loudspeaker and the type of connection.

If content is shared, uploaded or otherwise made available within the tool, it will also be stored on the servers of the tool providers. Such content includes, but is not limited to, cloud recordings, chat/instant messages, voicemails, uploaded photos and videos, files, whiteboards and other information shared while using the service.

Please note that we do not have full influence on the data processing procedures of the tools used. Our options are largely determined by the corporate policy of the respective provider. For further information on data processing by the conference tools, please refer to the data protection statements of the respective tools used, which we have listed below this text.

Purpose and Legal Basis

Conferencing tools are used to communicate with prospective or existing contractual partners or to offer certain services to our clients (Art. 6 para. 1 p. 1 lit. b) in the GDPR). Furthermore, use of conferencing tools simplifies and speeds up communication with us or our company (legitimate interest as per Art. 6 para. 1 lit. in the GDPR). Insofar as consent has been requested, the tools in question are used on the basis of this consent; consent can be revoked at any time with future effect.

Duration of Storage

The data collected directly by us via the conferencing tools is deleted from our systems as soon as you request us to delete it, revoke your consent to store it or the purpose for storing the data no longer applies. Stored cookies remain on your device until you delete them. Mandatory legal retention periods remain unaffected.

We have no influence on the storage period of your data, which is stored by the operators of the conferencing tools for their own purposes. For details, please contact the operators of the conferencing tools directly.

Conferencing Tools Used

Google Meet

We use Google Meet. The provider is Google Ireland Limited (“Google”), Gordon House, Barrow Street, Dublin 4, Ireland.

Processing Contract

We have concluded a processing contract with the provider of Microsoft Teams and fully implement the strict requirements specified by the German data protection authorities when using Microsoft Teams.

Facebook pixel

This website uses the Facebook pixel to measure conversions. The provider of this service is Facebook Ireland Limited, 4 Grand Canal Square, Dublin 2, Ireland. However, according to Facebook, the data collected is also transferred to the USA and other third countries.

In this way, the behaviour of page visitors can be tracked after they have been redirected to the operator's website by clicking on a Facebook ad. This allows the operator to evaluate the effectiveness of the Facebook ads for statistical and market research purposes, and optimise future advertising campaigns.

The data collected is anonymous for us as the operator of this website, we cannot draw any conclusions about the identity of the users. However, the data is stored and processed by Facebook so that a connection to the respective user profile is possible and Facebook can use the data for its own advertising purposes in accordance with the Facebook Data Policy. This enables Facebook to place advertisements on Facebook pages as well as outside of Facebook. This use of data cannot be influenced by us as the site operator.

The Facebook pixel is to be used as per Art. 6 para. 1 lit. f of the German Data Protection Act (DSGVO). The website operator has a legitimate interest in effective advertising campaigns on social media. If corresponding consent has been requested (e.g. consent to the storage of cookies), data is processed exclusively as per Art. 6 para. 1 lit. a of the DSGVO; consent can be revoked at any time.

You can find further information on protecting your privacy in the Facebook Data Policy: https://www.facebook.com/about/privacy/

You can also refer to the "Custom Audiences" remarketing function in ad preferences at: https://www.facebook.com/adpreferences/advertisers/?entry_product=ad_settings_screen. To do so, you must be logged in to Facebook.

If you do not have a Facebook account, you can disable Facebook usage-based advertising on the European Interactive Digital Advertising Alliance website at:

https://www.youronlinechoices.com/uk/your-ad-choices.

Last update: 07.04.2021

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