Privacy policy

§ 1 Information on the collection of personal data

In the following, we inform you about the processing of personal data when using our website. Personal data is all data that can be related to you personally, e.g. name, address, e-mail addresses, user behaviour. In this way, we would like to inform you about our processing procedures and at the same time comply with the legal obligations, in particular from the EU General Data Protection Regulation (GDPR).

Contact details:

The controller pursuant to Article 4 (7) GDPR is:

VON ARDENNE GmbH
Am Hahnweg 8
01328 Dresden
Germany

Tel.: +49 351 2637 300
E-Mail: office@vonardenne.com

You can reach our data protection officer at datenschutzbeauftragter@vonardenne.com or our postal address with the addition of "the data protection officer".

When you contact us by e-mail or via a contact form, the data you provide (your e-mail address, if applicable your surname, first name, job and telephone number, company) is stored by us in order to answer your questions. We delete the data accruing in this context, if the enquiry is assigned to a contract, after the time limits for the term of the contract, otherwise after the storage is no longer required, or restrict the processing if there are statutory retention obligations.

If we use contracted service providers for individual functions of our offer or wish to use your data for advertising purposes, we will always carefully select and monitor these service providers and inform you in detail about the respective processes below.

 

§ 2 Your rights

You have the following rights in relation to a data controller in respect of personal data relating to you:

  • Right of access,
  • Right to rectification or erasure,
  • Right to restriction of processing,
  • Right to object to processing,
  • Right to data portability.

You also have the right to complain to a data protection supervisory authority about the processing of your personal data by us. The competent supervisory authority in data protection matters is the supervisory authority in which the controller has its registered office:

Sächsische Datenschutzbeauftragte
Postfach 11 01 32
01330 Dresden

 

§ 3 Processing of personal data when visiting our website

When using the website for information purposes, i.e. simply viewing it without registering and without you providing us with any other information, we process the personal data that your browser transmits to our server. The data described below is technically necessary for us to display our website to you and to ensure stability and security and must therefore be processed by us. The legal basis is Art. 6 (1)(f) GDPR:

  • IP address
  • date and time of the request
  • time zone difference from Greenwich Mean Time (GMT)
  • content of the request (page visited)
  • access status/HTTP status code
  • amount of data transferred in each case
  • previously visited page
  • browser
  • operating system
  • Language and version of the browser software.

 

§ 4 Recipients or categories of recipients    

Your personal data will be processed by the data controller and, if necessary, transferred to companies affiliated with the data controller (within the meaning of Sections 15 et seq AktG) if the affiliated companies require this data to fulfil contractual and legal obligations or to implement our legitimate interest. Otherwise, data is only passed on to third parties if this is necessary for the fulfilment of the purpose for which the user communicates his or her personal data. Such third parties are also obligated by the responsible party through agreements to observe the data protection of the users.

 

§ 5 Other options and services

In addition to the use of our website for information purposes only, we offer various services that you can use if you are interested and use other standard functions to analyse or market our content, which are described in more detail below. For this purpose, you usually have to provide further personal data or we process such further data that we use to perform the respective services. The aforementioned data processing principles apply to all data processing purposes described here.

(1) Contacting us:

If you send us enquiries by e-mail or contact form, the information you provide, including the contact data you have given us there (e-mail address, name, telephone number), will be stored for the purpose of processing the enquiry and in case of follow-up questions. We do not pass on this data without your consent or compelling legal reasons.

The processing of the data entered in the contact form is therefore based exclusively on your consent (Art. 6(1)(a) GDPR). You can withdraw this consent at any time. For this purpose, an informal communication by e-mail to us is sufficient. The legality of the data processing operations carried out until the withdrawal remains unaffected by the revocation.

The data you entered in the contact form will remain with us until you request us to delete it, revoke your consent to store it or the purpose for storing the data no longer applies (e.g. after we have completed processing your enquiry). Mandatory legal provisions - in particular retention periods - remain unaffected.

(2) Application Management

We collect and process the personal data of applicants for the purpose of processing the application procedure. The processing may also take place electronically. This is particularly the case if an applicant submits relevant application documents to us electronically, for example by e-mail or via a web form located on the website. Your data will be processed on the basis of Art. 6 (1)(b) GDPR after you have given your consent in accordance with Art. 6 (1)(a) GDPR. The consent can be withdrawn at any time by sending a message to the controller. Your personal data will only be transmitted within our company to persons who are involved in the processing of your application. In the event of a successful application, the data transmitted by you will be stored in our data processing systems on the basis of Section 26 BDSG and Art. 6 (1)(b) GDPR for the purpose of implementing the employment relationship. The transmitted data will be stored for the purpose of processing the employment relationship in compliance with the statutory provisions.

If no employment contract results from the application, the application documents will be deleted six (6) months after the completion of the filling of the position, provided that the deletion does not conflict with any other legitimate interests of the controller. Other legitimate interest in this sense is, for example, a duty to provide evidence in proceedings under the AGG. After consent by the applicant, the data may also be stored for a longer period.

(3) Newsletter:

You can subscribe to newsletters with which we inform you about news. The legal basis for the processing of your data (name, first name and your e-mail address) is Art. 6 (1)(a) GDPR.

To subscribe to the newsletter, we use the so-called double opt-in procedure to ensure that you really want to receive the newsletter. This means that after your registration, we send you an e-mail to the e-mail address you have provided, in which we ask you to confirm that you wish to receive the newsletter. Only after confirmation of the link in the e-mail will your e-mail address be stored for newsletter dispatch for the duration of the use of our newsletter service. We use this data exclusively for sending a newsletter.

You can withdraw your consent to receive the newsletter at any time and unsubscribe. To do this, you can click on the link contained in every newsletter email.

(4) Your Visit

When you visit one of our locations, we process your personal data in accordance with the provisions of the European General Data Protection Regulation (GDPR) and the German Federal Data Protection Act (BDSG), insofar as this is necessary to document your visit or there are legal obligations.

DATA CONTROLLER WITHIN THE MEANING OF DATA PROTECTION LAW

For your visit to VON ARDENNE GmbH:

VON ARDENNE GmbH

Am Hahnweg 8

01328 Dresden

+49 351 2637 300

www.vonardenne.com

For your visit to VON ARDENNE Holding SE & Co. KGaA:

VON ARDENNE Holding SE & Co. KGaA

Am Hahnweg 8

01328 Dresden

+49 351 2637 300

www.vonardenne.com

PURPOSES AND LEGAL BASIS OF THE PROCESSING DURING YOUR VISIT

If you give us your express consent to process personal data for specific purposes, the lawfulness of this processing is based on your consent in accordance with Art. 6 para. 1 lit. a GDPR. You can withdraw your consent at any time with effect for the future.

Your personal data is processed to protect our legitimate interests and to defend and assert legal claims in accordance with Art. 6 para. 1 lit. f GDPR. We have an interest in knowing which persons are in our company, when and for what reason, in order to ensure security in our company and to be able to prosecute any criminal offenses.

As a company, we are obliged by EU regulations and other applicable sanctions and export control regulations to check business contacts for compliance with names on sanctions lists, among other things. Your data is processed to protect our legitimate interests in accordance with Art. 6 para. 1 lit. f GDPR and on the basis of a legal obligation to which we as a company are subject in accordance with Art. 6 para. 1 lit. c GDPR. 

We only process data that is related to your visit. This is usually general data about you or people in your company (surname, first name, nationality, company, contact details, time and, in the case of foreign nationals: Identification - and address data, date of birth, activities, citizenships) as well as any other data that you transmit to us during the visit.

SOURCES OF THE DATA

We process personal data that you provide during your visit or that you send us via e-mail or contact form.

RECIPIENTS OF THE DATA

We only transfer your personal data within our group of companies to those areas and persons who need this data to document your visit or to implement our legitimate interest and to comply with legal regulations.

We may transfer your personal data to companies affiliated with us (within the meaning of sections 15 et seq. of the German Stock Corporation Act (AktG)) insofar as this is permitted within the scope of the purposes and legal bases set out in section 3 of this data protection information sheet.

Your personal data is processed on our behalf on the basis of order processing contracts in accordance with Art. 28 GDPR. In these cases, we ensure that the processing of personal data is carried out in accordance with the provisions of the GDPR. The categories of recipients in this case are providers of internet service providers and providers of customer management systems and software.

Otherwise, data will only be passed on to recipients outside the company or the Group if this is permitted or required by law, if the transfer is necessary to process your visit, if we have your consent or if we are authorized to provide information. Under these conditions, recipients of personal data may be, for example

- Public bodies and institutions (e.g. public prosecutor's office, police, supervisory authorities, tax office)      

if there is a legal or official obligation;

- Recipients to whom disclosure is directly necessary to assert any claims (e.g. lawyers, courts);

- Service providers (receiving service);

- Recipients for export control and sanctions list screening.

TRANSFER TO A THIRD COUNTRY

Your data will not be transferred to a third country beyond our Group and affiliated companies (within the meaning of sections 15 et seq. of the German Stock Corporation Act (AktG)).

DURATION OF DATA STORAGE

Your data will be deleted as soon as it is no longer required for the above-mentioned purpose.

In addition, we are subject to various retention and documentation obligations, including those arising from the German Commercial Code (HGB) and the German Fiscal Code (AO). The retention and documentation periods stipulated there are two to ten years.

Finally, the storage period also depends on the statutory limitation periods, which, for example, according to §§ 195 ff. of the German Civil Code (BGB), are generally three years, but in certain cases can be up to thirty years.

(5) Goods shipment:

In order to process your delivery to us, we work together with the following service providers who support us in the execution of concluded contracts. Your surname, first name, job/function, address, contact details and, if applicable, other personal data will be transmitted to these service providers in accordance with the following information, solely for the purpose of processing the delivery. The data you provide will be transferred to the transport company commissioned with the collection as part of the contract processing, insofar as this is necessary for the delivery of the goods to us. The legal basis for the transfer is Art. 6 (1)(b) GDPR.

Use of service providers for the processing of deliveries:

  • Schenker Deutschland AG, Dresden office, Bayerische Allee 3, 01471 Radeburg
  • UNITED PARCEL SERVICE DEUTSCHLAND S.à r.l. & Co. OHG, Görlitzer Str. 1, 41460 Neuss

(6) Supplier portal:

The supplier portal serves the group-wide selection of suitable suppliers and service providers as well as the initiation and execution of contracts. Therefore, the supplier data is provided not only to the controller but also to companies affiliated with the controller (within the meaning of §§ 15 ff. AktG). The personal data provided as part of the supplier information (master data, contact person, customer reference) is either processed on the basis of Art. 6 (1)(b) GDPR for the fulfilment of a contract or for pre-contractual measures or represents voluntary information provided by the supplier or service provider, which is processed on the basis of Art. 6 (1)(a) GDPR.

In order to coordinate and simplify the business processes with our suppliers, we use the following service provider within the framework of Supplier Relationship Management (SRM):

Simmeth System GmbH, Marktler Str. 15b, 84489 Burghausen

(7) myVA:

myVA is a subsite of the VONARDENNE.COM website. It serves as an authorization platform and entry page for the customer to use the following digital services:

  1. VA PEDIA is a knowledge database for handing over the legally required technical documentation with access to system-specific information.
  2. VA CATALOG is a digital 3D spare parts catalog with shopping cart function for quick identification and ordering of your spare parts.
  3. VA COLLEGE is a learning management system with multimedia content of our products

In order to provide you with the various digital services, we use subsystems from the following manufacturers with whom we have concluded an order processing agreement in accordance with Art. 28 GDPR:

  • Quanos Solutions GmbH, Hugo-Junkers-Str. 15-17 | D-90411 Nuremberg
  • Empolis Service GmbH, Europaallee 10, 67657 Kaiserslautern, Germany

The processing of your personal dataYour data will always be processed in accordance with this privacy policy and the relevant data protection laws. If you provide us with your personal data from the EU or the European Economic Area (EEA) and VON ARDENNE transfers your data to third countries outside the EU or the EEA, this is done on the basis of the EU standard contractual clauses, which ensure an adequate level of data protection or the transfer is based on pre-contractual measures or is necessary for the execution of the contract, which the customer has initiated himself.

Depending on how you use the myVA customer portal in individual cases, your personal data will be processed as follows:

Collection and storage of personal data when visiting the myVA customer portal subsiteEach time you visit the myVA customer portal page, your browser automatically sends data to us. This happens regardless of whether you have registered or logged in to our customer portal. This data is technically necessary for us to display the website to you and to ensure stability and security. The legal basis for this is Art. 6 para. 1 lit. f) GDPR. The automatically transmitted data includes:

  • IP address
  • Date and time of the request
  • Time zone difference to Greenwich Mean Time (GMT)
  • Content of the request (page visited)
  • Access status/HTTP status code
  • amount of data transferred in each case
  • previously visited page
  • browser
  • operating system
  • Language and version of the browser software.

Collection and storage of personal data when registering for myVAIn order to use the extensive functions of our Digital Services, you must register on the website in the myVA customer portal area. As part of the registration process, you will be asked to provide us with various necessary information as a minimum: The legal basis is Art. 6 para. 1 lit. b) GDPR.

  • Salutation
  • First name and surname
  • Valid e-mail address (business)
  • Valid telephone number (business)
  • Company name and full address of the company at whose instigation or in whose interest you are contacting us
  • Function within your business or at your employer
  • Customer number of the company
  • Project number.

In addition, we allow us to understand the relevant information, your professional function and role and, as part of the registration process, to check whether you are authorized by your company to apply for a customer account for the myVA customer portal. If you do not provide us with the relevant information, we will not be able to set up a user account for you to use myVA and the digital services connected to it. You must provide and verify your e-mail address as part of the registration process in order to use the myVA customer portal.

In the future, we reserve the right to use the user name and password as part of your registration data for other Internet-based services that you may be involved in purchasing in the future. By registering in the myVA customer portal, you gain access to the above-mentioned digital services and can view relevant documents, content and spare parts information for your machines.

Processing of personal data when creating an account and logging in via the identity providerTo ensure that you only have to register once for all Digital Services on the myVA customer portal, registration for the myVA customer portal and for all subsystems is carried out via an identity provider. The data described below is technically necessary for us to implement the SSO function of the myVA customer portal and to ensure stability and security and must therefore be processed by us. The legal basis is Art. 6 para. 1 lit. b) and f) GDPR:

  • Account data
  • General access data:
  • Log files
  • Usage data
  • Session data

Your registration data is stored exclusively in databases in member states of the European Union (EU). The servers on which the databases are operated are either located at the main location of VON ARDENNE GmbH or are operated on behalf of and in accordance with the instructions of VON ARDENNE GmbH by service providers with whom VON ARDENNE has concluded an order processing agreement in accordance with Art. 28 GDPR. The service providers concerned include companies based in the European Union (EU) such as Empolis GmbH or companies such as Okta HQ North America with servers in Germany at Amazon Europe (AWS) in Frankfurt. Please read the identity provider's privacy policy Documentation on security and data protection (Auth0).

Through the databases of the internal IT system used by VON ARDENNE GmbH, personal data of customers is accessible to employees of our worldwide affiliated companies so that they can respond to your inquiries about products sold and distributed by the affiliated companies. The personal information provided in the context of myVA is processed on the basis of Art. 6 para. 1 lit. f) GDPR for the fulfillment of a contract or for pre-contractual measures.

Collection and storage of personal data when exchanging information with VA PEDIAThe data of the users of the myVA customer portal described below is technically necessary for us to use the subsystems and to ensure stability and security and must therefore be processed by us. The legal basis is Art. 6 para. 1 lit. b) and f) GDPR:

  • Account data
  • General access data:
  • Log files
  • Usage data
  • Session data
  • Customer data

For detailed information, please read the privacy policy of the data processor Empolis GmbH, with whom we have concluded a data processing agreement: Privacy Policy | Empolis Help Portal (empolisservices.com)

Collection and storage of personal data when exchanging information with VA CATALOG
The categories of data described below are technically necessary for us to use the subsystems and to ensure stability and security and must therefore be processed by us. The legal basis is Art. 6 para. 1 lit. b) and f) GDPR.

  • Account data
  • General access data:
  • Log files
  • Usage data
  • Session data
  • Customer data

The VACATALOG offers you the possibility to send a direct request for quotation for spare and wear parts to VON ARDENNE GmbH via the shopping cart function. The use of the shopping cart function is voluntary. The relevant information is required by us and our affiliated companies in order to be able to contact you in response to your request for a quotation.

The data is provided by the controller and also to companies affiliated with the controller (within the meaning of Sections 15 et seq. of the German Stock Corporation Act (AktG)) in order to process the contractual relationship. Once a user account has been created, your registration data will be processed by us and our affiliated companies exclusively for the purpose of contacting you in connection with inquiries that you submit via myVA regarding the products and services sold and distributed by us or our affiliated companies. If you make an inquiry via myVA in relation to a product or service sold or distributed by one of our affiliates, the relevant affiliate may view your inquiry. In this case, the employees of the relevant affiliated company may use your registration data to contact you. The legal basis for the processing of your personal data in connection with the processing of your request is Art. 6 para. 1 lit. b) and f) GDPR.

If you would like to use the shopping cart option, the following business contact information is required as a minimum for the preparation of the offer:

  • Company name
  • Salutation
  • First name
  • Department
  • Last name and email address of the contact person
  • Company address (street, postal code, city, country)
  • Telephone number of the contact person

Use of cookies when logging in to the myVA customer portal
We do not use cookies in the myVA customer portal. When you log in, cookies may be set by the identity provider Okta. Please read the identity provider's privacy policy Documentation on security and data protection (Auth0) and Trust and compliance documentation (okta.com).

Use of cookies when using the VA PEDIA
When using the knowledge database, the provider Empolis GmbH may set cookies. Please read the cookie policy of Empolis GmbH: Cookie-Police | Empolis Help Portal (empolisservices.com)

Change or deletion of personal data when using myVA
Your personal data will be deleted as soon as the user account on our website is deleted and there are no further statutory retention obligations. Your data will only be processed for the duration of your myVA account and will be deleted no later than one year after your myVA account has been deactivated. You can arrange for your user account to be changed or deleted prematurely by sending a message to digitalsolutions@vonardenne.com .

(8) Social media:

LinkedIn:

This website uses functions of the LinkedIn network. The provider is LinkedIn Corporation, 2029 Stierlin Court, Mountain View, CA 94043, USA.

Each time one of our pages containing LinkedIn functions is accessed, a connection to LinkedIn servers will be established. LinkedIn is informed that you have visited our website with your IP address. If you click on the LinkedIn "recommend" button and are logged into your LinkedIn account, it is possible for LinkedIn to associate your visit to our website with you and your user account.

We would like to inform you that we, as the provider of the pages, have no knowledge of the content of the transmitted data or its use by LinkedIn.

For more information, please see LinkedIn's privacy policy at: https://www.linkedin.com/legal/privacy-policy

 

§ 6 Duration of the storage of personal data

The data is deleted as soon as it is no longer required to achieve the purpose for which it was collected. For the personal data from the input mask of the contact form and those sent by e-mail, this is the case when the respective conversation with the user has ended. The conversation is ended when the circumstances indicate that the matter in question has been conclusively clarified.

 

§ 7 Use of analysis tools

Matomo:

The web analysis service Matomo is used on our website. This is an open-source software which statistically evaluates the accesses of the website visitors. Matomo is operated as a self-hosted version on the controller's own web server. No data is transmitted to a third party. Furthermore, Matomo is configured to work without cookies in accordance with data protection regulations. The IP address is anonymised immediately after processing and before storage.

 

§ 8 Objection or withdrawal against the processing of your data

(1) If you have given your consent to the processing of your data, you may withdraw this consent at any time. Such a withdrawal affects the permissibility of the processing of your personal data after you have expressed it to us. The permissibility of the processing of your data up to the time of your withdrawal remains unaffected.

(2) Insofar as we base the processing of your personal data on the balance of interests, you can object to the processing. This is the case if the processing is not necessary, in particular, for the performance of a contract with you, which is shown by us in each case in the following description of the functions. When you lodge such an objection, we will ask you to explain the reasons why we should not process your personal data in the way we have done. In the event of your objection, we will review the situation and either cease or adapt the data processing or show you our compelling legitimate grounds for continuing the processing.

(3) Of course, you can object to the processing of your personal data for the purposes of advertising and data analysis at any time. The best way to send us your objection to advertising is to contact us using the contact details provided above.

 

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