The Controller who is responsible for the processing of personal data is:
Robotron Datenbank-Software GmbH
Stuttgarter Straße 29
Tel.: +49 351 25859-0
2 Data Protection Officer
You may contact the Data Protection Officer of Robotron Datenbank-Software GmbH as follows:
Robotron Datenbank-Software GmbH
Datenschutzbeauftragter / Data Protection Officer
Stuttgarter Straße 29
Tel.: +49 351 25859-2543
3 Purposes and legal basis of the processing of personal data
3.1 Categories of personal data
We process personal data which we receive from our business partners within our business relationship. Relevant personal data is in particular: name, address, communication and contact data, customer/supplier number, bank details, tax/VAT ID number, payment information etc. Where applicable, we may also process data obtained from public sources (e.g. commercial registers, press, internet) and/or which we lawfully obtain from third parties (e.g. credit bureau etc.).
Any processing of personal data will observe the statutory data protection provisions. In particular, the following purposes and legal bases apply:
3.2 Processing of data for performance of a contract
Personal data is processed because it is necessary for the performance of a contract which is in place between you and Robotron (i.e. initiation of contract, pre-contractual measures, conclusion and performance of contract, or termination of contract).
The legal basis for the processing of personal data is Art. 6 (1) lit. b) GDPR.
3.3 Data processing for compliance with legal obligation
Robotron may also process your personal data where it is necessary for compliance with a legal obligation to which Robotron is a subject. In this respect, Robotron is subject to several legal obligations. This applies in particular to the storage or retention of data for the duration of statutory retention obligations. Also, particular tax obligations may apply.
The legal basis is Art. 6 (1) lit. c) GDPR.
3.4 Data processing for legitimate interests
The processing of your personal data is also lawful where it is necessary for the purposes of the legitimate interests pursued by Robotron. Such interests may in particular be security interests of Robotron, or the interest in secure and efficient business processes. Further, measures for improvement of product and service quality, or the provision of relevant information on products or market developments, where Robotron may assume your interest, or measures for optimizing our business processes may apply to this purpose. Also, the enforcement of legal rights, or the defence in legal disputes, may apply. Robotron will process data only insofar as Robotron´s interests are not overridden by your interests and rights.
The legal basis for processing is Art. 6 (1) lit. f) GDPR.
3.5 Data processing based on consent
Where applicable, we may also process your personal data on the basis of a consent given by you. This applies to data which is not necessary for contract performance, or contract preparation, or where no other legal basis applies. We will inform you about the particular purposes prior to your consent.
In this case, the legal basis for processing is Art. 6 (1) lit. a) GDPR.
4 Recipients of personal data
As a general principle, your personal data will only be available to internal recipients, insofar as they are involved in the business relationship, service provision, or contract performance. The access and usage rights will be determined by the particular objective requirements.
For performance of the purposes described above, and/or as required within the business relationship, or for compliance with contractual or legal obligations, a transfer of relevant personal data to external recipients may be required. This may in particular apply to the involvement of further contractual partners, e.g. subcontractors, vendors, or customers, further to a transfer of relevant personal data to tax offices, authorities, banks, etc. This may also apply in cases of external advice, e.g. by financial auditors or attorneys.
Where personal data is transferred, any existing confidentiality obligations will be observed.
5 Storage period
The period of storage of personal data will be determined according to the particular legitimate purpose of processing. Your data will be stored from the time of collection or provision. The storage and processing will be carried out as long as it is required for the particular purposes. Your data will be deleted upon termination of the business relationship with you, and when there are no more mutual claims, or such claims have become time-barred, and insofar as there is no other legal basis for storage and/or processing. In particular, data will always be stored for the duration of statutory retention periods (in particular according to the German Commercial Code [Handelsgesetzbuch – HGB] or German Tax Code [Abgabenordnung – AO]).
6 Your rights
In case of questions or requests regarding data protection, you may at any time contact Robotron. Robotron will quickly work to solve your request in order to find a solution that fully satisfies your interests and rights. For any concerns, you may also contact the Robotron Data Protection Officer.
The persons affected by the processing of personal data have in particular the following statutory rights:
a) Right of access to personal data (Art. 15 GDPR)
You have the right to obtain from Robotron confirmation as to whether or not personal data concerning you is processed. In this case, you can request from Robotron particular information, as well as a copy of the respective personal data.
b) Right to rectification of inaccurate personal data (Art. 16 GDPR)
You have the right to obtain from Robotron the rectification of inaccurate personal data concerning you, and/or the completion of incomplete personal data.
c) Right to erasure of personal data (Art. 17 GDPR)
You have the right to obtain from Robotron the erasure of personal data concerning you. This applies in general only where no legitimate legal basis for processing exists (any more), and where there are no statutory exceptions that exclude an erasure.
d) Right to restriction of processing of personal data (Art. 18 GDPR)
Under certain circumstances you may have the right to obtain from Robotron the restriction of processing of personal data concerning you. This applies to specific statutory cases; as a consequence a further processing will (temporarily or perpetually, as applicable) be subject to particular restrictions.
e) Right to data portability (Art. 20 GDPR)
In cases where the processing of personal data is based on a consent and is carried out by automated means, you may request to receive the personal data which you have provided in electronic format, in order to enable you to transfer this data to another controller.
f) Right to object against processing of personal data (Art. 21 GDPR)
The right to object applies in cases where the processing of personal data is carried out for the purpose of legitimate interests pursued by Robotron, or for direct marketing. As a consequence, a particular balancing of interests must be carried out.
For further details regarding the described rights please refer to the particular statutory provisions. There may also apply exceptions deriving from the statutory provisions, so that the described rights may not always fully apply.
g) Right to withdraw consent
Where you have given your consent to the processing of personal data, you have the right to withdraw your consent at any time. The lawfulness of processing based on consent before its withdrawal is not affected.
h) Right to lodge complaint with supervisory authority
Finally, you also have the right to lodge a complaint with a supervisory authority (responsible for Robotron is the Data Protection Officer for the Free State of Saxony).
7 Provision of personal data
In most cases, the particular personal data is required within the business relationship in order to properly perform the contractual relationship, or the data is required for legitimate interests of Robotron, or Robotron is legally obliged to collect particular personal data from you. In these cases you are obliged to provide this personal data to Robotron.
An exception will apply to such personal data that was willingly provided based on your consent, and where no other legal basis applies.
Insofar as you are obliged to provide the particular personal data, a non-provision may impair the contract performance. Through this, Robotron may be unable to properly fulfil the contract. In such a case, the conclusion of a contract may not be possible, or the contract may not be continued.