Privacy Policy

In a Nutshell

• We do not store any data in our services beyond what is technically necessary.
• Functionally, session cookies are stored for the login.
• Our website collects a small amount of non-personal traffic data; no cookies are stored or read.
• Stored data will be deleted as soon as possible if technically and legally possible.
• You have comprehensive rights of access, correction, deletion, restriction and revocation regarding this data.
• We go beyond what is legally necessary to secure and protect your data.
• If you have any questions, please contact our data protection office at any time.

DISCLAIMER: This summary is not part of our data protection statement and does not replace it. There is no claim to accuracy or completeness. We ask you to read the data protection statement attached below for your information.

1. General

1.1 What is Personal Data?

Personal data is information that discloses or can disclose the identity of the user. We adhere to the principle of data avoidance. We refrain from collecting personal data as far as possible.

1.2 Handling Personal Data

Personal data collected by us is used exclusively for the purpose of establishing the contract, defining its content, implementing or processing the contractual relationship (Art. 6 I b DSGVO). We process your personal data exclusively in Germany. Furthermore, they are generally not passed on to third parties unless this is legally or technically necessary. An exception to this is the payment process. For the processing of payments, only the payment data required for this purpose will be passed on to the credit institution commissioned with the payment and, if applicable, to the commissioned and selected payment service provider (see also section 5).

1.3 Data Access

ViOffice Core Cloud Service

By using our ViOffice Core Cloud Services service, we may, depending on which functions you specifically use, gain access to the following types of data for technical reasons (see also section 1.4):

• Terminals used for connection
• Occupied cloud storage volume
• Uploaded profile picture
• Mail address set for password assignment
• File names (not their contents)

ViOffice Analytics

By using our ViOffice Analytics service, we may, for technical reasons, obtain insight into the following types of data of persons accessing the services or website (see also section 1.4):

• The IP address anoymised to 2 bytes to determine the country of origin.
• Screen size of the end device used (as specified by the web browser used)
• Duration and period of the visit
• Visited subpages
• Domain of origin (so-called "referer" [sic!])
• Version data of the browser and operating system (so-called "user-agent")
• Preferred language output (as reported by the used web browser)

ViOffice Collabora Online Hosting

By using our ViOffice Collabora Online Hosting service, we may, for technical reasons, obtain access to the following types of data (see also section 1.4):

• File names (not their contents)
• Username (if available)

ViOffice Fediverse Hosting

By using our ViOffice Fediverse Hosting service, we may, for technical reasons, obtain access to the following types of data (see also section 1.4):

• End devices used
• Published content (regardless of its public status) and profile information
• Direct message content
• Published media files
• "Following", "followers" and blocked accounts
• Favourite contributions
• Account notes
• Account settings

Website

On our website (www.vioffice.de) and on the subpages, we collect a small amount of connection data for the purpose of traffic measurement using the FOSS tool ViOffice Web Analytics based on Umami. The stored information is explicitly not personal data in the sense of Art. 4, Para. 1, DSGVO, but it is partly derived from personal data by means of anonymisation. It is not technically possible for us to clearly identify users or track them (recurrence) over a longer period of time using this data. Furthermore, no data ("cookies") are stored or read on the end devices of visitors.

• The following types of data are collected by us here:
• The IP address anoymised to 2 bytes to determine the country of origin.
• Screen size of the end device used (as specified by the web browser used)
• Duration and period of the visit
• Visited subpages
• Domain of origin (so-called "referer" [sic!])
• Version data of the browser and operating system (so-called "user-agent")
• Preferred language output

You can object to this collection of non-personal data via the Do-Not-Track function of your web browser (See: Do-Not-Track in Mozilla Firefox, Do-Not-Track in Google Chrome).

1.4 Usage Data

When visiting our services, general technical information is collected. This is the IP address used, time, page accessed and media files. This usage data is registered in a log file for technical reasons and can be used and stored for the purpose of traffic and error analysis of our services. This usage data is not linked to your other personal data and is not technically possible for us. This data is deleted completely and irretrievably after a short time (see section 1.6).

1.5 Registration Data

Registration is required for the comprehensive use of the functions of our services. The registration data is collected through your corresponding entries or the transmission to us by the users themselves and stored and used for the specifically stated purpose in accordance with your consent (Art. 6 I a DSGVO).

1.6 Duration of Storage

We store your personal data after the end of the purpose for which the data was collected only for as long as this is necessary due to legal (in particular tax law) regulations. The collected traffic and log file data mentioned in sections 1.3 and 1.4 are largely anonymised immediately after collection and completely deleted after 14 days. However, this does not apply to aggregates derived from them (e.g. number of visitors within a month). We reserve the right to retain partial data for a longer period in exceptional cases (for example, for error analysis or for reasons of security analysis).

2. Your Rights

2.1 Right for Information

You can request information from us as to whether we are processing personal data about you and, if so, you have a right to be informed about this personal data and to receive the further information referred to in Article 15 of the GDPR.

2.2 Right for Rectification

You have the right to have inaccurate personal data relating to you corrected and may request that incomplete personal data be completed in accordance with Article 16 of the GDPR.

2.3 Right to Deletion

You have the right to demand that we delete the personal data relating to you without delay. We are obliged to comply immediately, in particular if one of the following reasons applies:

• Your personal data are no longer necessary for the purposes for which they were collected or otherwise processed.
• You withdraw your consent on which the processing of your data was based and there is no other legal basis for the processing.
• Your data has been processed unlawfully. The right to erasure does not exist insofar as your personal data is required for the assertion, exercise or defence of our legal claims.

2.4 Right to restrict Processing

You have the right to request us to restrict the processing of your personal data if:

• you dispute the accuracy of the data and we therefore verify the accuracy,
• the processing is unlawful and you refuse erasure and request restriction of use instead,
• we no longer need the data but you need it to assert, exercise or defend legal claims,
• you have objected to the processing of your data and it has not yet been determined whether our legitimate grounds outweigh your grounds.

2.5 Right to Data Portability

You have the right to receive the personal data relating to you that you have provided to us in a structured, commonly used and machine-readable format and you have the right to transfer this data to another controller without hindrance from us, provided that the processing is based on consent or a contract and the processing is carried out by us with the aid of automated processes.

2.6 Right to Withdrawal

If the processing of your personal data is based on consent, you have the right to revoke this consent at any time.

2.7 Right of Appeal

The exercise of your above rights is free of charge for you. In the event of complaints, you have the right to directly contact the supervisory authority responsible for us, the State Data Protection Commissioner.

3. Security

3.1 Data Security

All data on our servers, services and websites are secured by technical and organisational measures against loss, destruction, access, modification and distribution. However, we assume no liability for the destruction and damage of data.

3.2 Sessions and Cookies

To operate our services, we use cookies or server-side sessions for technical reasons, in which data can be stored. Cookies are files that are stored on your hard drive by a website in order to automatically recognise this computer the next time you visit the website and thus enable you to use the service. Some of the cookies used are deleted again at the end of the browser session. These are so-called session cookies. Other cookies remain on your terminal device and enable the browser to be recognised when you visit our website at a later date (persistent cookies).

On our website (www.vioffice.de) and its subpages, however, no cookies are explicitly set or read. You can set your browser so that you are informed about the setting of cookies and decide individually whether to accept them or to exclude the acceptance of cookies for certain cases or in general. Please note that you may not be able to use some functions of our services if cookies are deactivated (see: Cookies in Mozilla Firefox, Cookies in Google Chrome).

We ensure that no personal data is taken from sessions or through cookies and that cookies are only used if this is technically necessary for the service. Thus, the balancing of interests shows that there are no overriding interests on your part (Art. 6 I f DSGVO).

4. Newsletter

If you register for our newsletter, we will use the data required for this purpose or separately provided by you to send you our e-mail newsletter on a regular basis. Unsubscribing from the newsletter is possible at any time and can be done either by sending us a message via the contact options provided in the imprint or via the link provided for this purpose in the newsletter.

5. Third Party Services

We use an external service to process the purchase of a subscription to our services. If you conclude a purchase or subscription via this channel, personal data will be transmitted directly to this service via our website and may thus be processed and stored by it. We refer you to the privacy policy of the external service.

6. Contact

To contact us regarding data protection, please feel free to use the following contact options. Responsible person in terms of data protection in general and the GDPR in particular our data protection officer according to Art. 39 GDPR.