Privacy Statement

We manage our web sites in accordance with the principles set out below:

We undertake to comply with statutory data protection regulations and endeavour always to take into account the principles of data avoidance and data minimisation.

1. name and address of the person responsible and of the data protection officer

a) Controller

The controller, within the meaning of the General Data Protection Regulation (GDPR) and other national data protection laws of the Member States, as well as other statutory data protection regulations, is:

BOTfriends GmbH

Eichhornstraße 28

97070 Würzburg, Germany

Germany

Tel.: +49 931 80474739

E-mail: [email protected]

Website: https://botfriends.de

b) The Data Protection Officer

You can reach the data protection officer of the data controller as follows:

SiDIT GmbH, Ms. Delphine Lambert, Langgasse 20, 97261 Güntersleben, [email protected]

2. definitions of terms

We have designed our privacy policy according to the principles of clarity and transparency. However, if there are any ambiguities regarding the use of various terms, the relevant definitions can be found here can be viewed here.

3. legal basis for the processing of data

a) Processing of personal data in accordance with the GDPR

We only process your personal data such as your surname and first name, your e-mail address and IP address etc. if there is a legal basis for this. In particular, the following rules can be considered under the basic data protection regulation:

  • Art. 6(1)(a) GDPR: The data subject has given consent to the processing of his or her personal data for one or more specific purposes.
  • Art. 6(1) (b) GDPR: Processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract.
  • Art. 6(1) (c) GDPR: Processing is necessary for compliance with a legal obligation to which the controller is subject
  • Art. 6 (1)(d) GDPR: Processing is necessary in order to protect the vital interests of the data subject or of another natural person
  • Art. 6(1)(e) GDPR: Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller
  • Art. 6(1)(f) GDPR: Processing is necessary for the purpose of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child.

However, we will always inform you at the appropriate points in this Privacy Statement of the legal basis on which your personal data are being processed.

b) Consent of the legal guardians pursuant to Art. 8 para. 1 sentence 2 alt. 2 GDPR

A parent or guardian must consent to all data processing on this website that requires the consent of a minor under the age of 16. 

Information on the individual data processing operations, their purposes and the categories of data involved, for which the consent of the data subject is required, can be found in the data protection declaration.

You can revoke your consent at any time by sending the revocation in text form to the contact details of the controller. The processing remains lawful until the revocation. 

c) Processing of information in accordance with Section 25 (1) TTDSG

We also process information pursuant to Section 25 (1) TTDSG by storing information on your terminal equipment or accessing information that is already stored in your terminal equipment. This can be both personal information and non-personal data, e.g. cookies, browser fingerprints, advertising IDs, MAC addresses and IMEI numbers. Terminal equipment is any device connected directly or indirectly to the interface of a public telecommunications network for sending, processing or receiving messages, Section 2 (2) No. 6 TTDSG.

As a rule, we process this information on the basis of your consent, § 25 para.1 TTDSG.

As far as an exception according to § 25 Abs.2 Nr. 1 und Nr.2 TTDSG is given, we do not need your consent. Such an exception is given if we exclusively access or store the information in order to transmit a message via a public telecommunications network or if this is absolutely necessary so that we can provide a telemedia service expressly requested by you. You can revoke your consent at any time.

You can withdraw your consent to the use of cookies at any time. We would like to inform you that the revocation of your consent does not affect the legality of the processing that has taken place on the basis of your consent until the revocation.

4. disclosure of personal data

Where personal data are disclosed, processing is also carried out within the meaning of section 3, above. At this point, however, we would like to inform you separately about disclosure of data to third parties. The protection of your personal data is particularly important to us. For this reason, we are especially careful when disclosing your data to third parties.

Data is only disclosed to third parties if there is a legal basis for the processing. For example, we disclose personal data to persons or companies acting as processors on our behalf, pursuant to Art. 28 GDPR. A processor is anyone who processes personal data on our behalf, in particular under our instruction and control.

In accordance with the requirements of the GDPR, we conclude a contract with each of our processors in order to ensure that they comply with data protection regulations, thus providing comprehensive protection for your data.

5. storage period and deletion

We will erase your personal data once those data are no longer necessary for the purposes for which they were collected or otherwise processed, and where the processing is not necessary for exercising the right of freedom of expression and information, for compliance with a legal obligation, for reasons of public interest, or for the establishment, exercise or defence of legal claims.

6. SSL or TLS encryption

This website uses SSL or TLS encryption for security reasons and to protect the transmission of confidential content, such as the requests you send to us as the website operator. You can recognize an encrypted connection by the fact that the address line of the browser changes from "http://" to "https://" and by the lock symbol in your browser line.

If SSL or TLS encryption is activated, the data you transmit to us cannot be read by third parties.

7. cookies

We use cookies on our website. Cookies are small data packets created automatically by your browser and stored on your client device when you visit our website. These cookies are used to store information about the client device being used.

When cookies are used, a distinction is made between technically necessary cookies and “other” cookies. Cookies are said to be technically necessary if they are essential for providing an information society service which you have expressly requested.

a) Technically necessary cookies

In order to make the use of our offer more pleasant for you, we use technically necessary cookies, which may be so-called session cookies (e.g. language and font selection, shopping cart, etc.), content cookies, cookies to ensure server stability and security, or similar. The legal basis for the cookies results from Art. 6 para. 1 p. 1 lit. f) DSGVO, our legitimate interest in the error-free operation of the website and the interest in providing you with our services optimized.

b) Other cookies

Other cookies include cookies for statistical, analysis, marketing and retargeting purposes.

We use these cookies for you based on your consent pursuant to Art. 6 para. 1 p. 1 lit. a) DSGVO.

You can revoke your consent for the use of cookies at any time.

You can withdraw your consent to the use of cookies at any time. We would like to inform you that the revocation of your consent does not affect the legality of the processing that has taken place on the basis of your consent until the revocation.

For this purpose, you can either edit your cookie settings on our website, deactivate the use of cookies in your browser settings (whereby the functionality of the online offer can also be limited) or, in individual cases, set an opt-out for the corresponding service.

We will point out the legal basis on which this data is processed for the respective services within the data protection declaration.

8. cookie banner

To obtain consent for the cookies we use, we use the cookie banner of the service provider Usercentrics GmbH, Sendlinger Straße 7, 80331 Munich, Germany. This itself sets a so-called consent cookie to query and process the respective consent status. This consent cookie is technically necessary and is therefore used on the basis of our legitimate interest pursuant to Art. 6 para. 1 sentence 1 lit. f DSGVO, § 25 para. 1 TTDSG.

9. collection and storage of personal data and the nature and purpose of its use

a) External hosting

Our website is hosted by Raidboxes GmbH, Hafenstraße 32, 48153 Münster, Germany. For this reason, all personal data collected on our website is stored on the servers of our hoster, unless an external service of a third party is integrated. This may be the IP address, your e-mail address, communication data or similar. You can find out what specific personal data is involved in the individual functions and services explained by us below. If we use an external service of a third party, this will be made clear in the description of the respective service or tool.

The hoster processes your data only on our instructions and to the extent necessary to fulfill the services on the website. The hoster does not process the data for its own purposes. We have concluded an order processing contract with this hoster.

b) When visiting the website

When you access our website, information is automatically sent to our web server by the browser being used on your client device. This information is stored temporarily in what is known as a log file. The following information is recorded without any action on your part and stored until it is automatically erased:

- IP address of the requesting computer

- Date and time of access

- Name and URL of the retrieved file

- Website from which the access is made (referrer URL)

- Browser used and, if applicable, the operating system of your computer as well as the name of your access provider

We process the above-mentioned data for the following purposes:

- Ensuring a smooth connection of the website

- Ensuring a comfortable use of our website

- Evaluation of system security and stability

- Error analysis

- for other administrative purposes

Data which permit you to be identified as an individual, such as the IP address, will be erased after 7 days at the latest. Any data we store beyond this period will be pseudonymised, so that they can no longer be associated with you.

The legal basis for the data processing is Art. 6(1)(f) GDPR. Our legitimate interest derives from the data collection purposes listed above. Under no circumstances do we use the data collected for the purpose of identifying you as an individual.

c) Newsletter

Newsletter content and registration data

The sending of our newsletter and the statistical surveys and analyses as well as logging of the registration process. will only take place if you order this from us and have given your corresponding consent in accordance with Art. 6 para. 1 p. 1 lit. a DSGVO, § 25 para.1 TTDSG.

The contents of the newsletter will be described specifically when you register for the newsletter. For the registration of the newsletter, it is sufficient to provide your e-mail address. If you provide further voluntary information, such as your name and/or gender, this will be used exclusively for the personalization of the newsletter addressed to you.

Double opt-in and logging

For security reasons, we use the double opt-in procedure to register for our newsletter so that no one can register with other people's e-mail addresses. Therefore, after you have registered for our newsletter, you will first receive an e-mail asking you to confirm your registration. Only with the confirmation of the registration it becomes effective.

Furthermore, your registration for the newsletter will be logged. The logging includes the storage of the registration and confirmation time, your specified data and your IP address. If you make changes to your data, these changes will also be logged.

Withdrawal of consent

If you no longer wish to receive our newsletter, you can revoke your consent at any time for the future. To do so, you can click on the unsubscribe link at the end of each newsletter or send us an email to the following email address: [email protected]

The withdrawal of consent does not affect the lawfulness of processing carried out based on consent before its withdrawal.

Use of "HubSpot

The registration takes place with the help of the newsletter service "HubSpot", which is offered by HubSpot Inc (25 First Street, Cambridge, MA 02141 USA).

The e-mail addresses of our interested parties and also their further data described in the context of these notes are stored on HubSpot's servers in the USA. HubSpot uses this information to send and evaluate the participation links on our behalf. Furthermore, according to its own information, HubSpot may use this data to optimize or improve its own services, e.g., to technically optimize the dispatch and display of the invitation or for economic purposes to determine from which countries the recipients come. However, HubSpot does not use the data of our prospects to write to them itself or to pass it on to third parties.

We have concluded the standard contractual clauses with HubSpot. HubSpot does not obtain the right to share your data.

You can find HubSpot's privacy policy here.

d) Contact form

We provide a form on our website so that you have the possibility to contact us at any time, make a demo request for our products or a partnership request. In addition, we offer request forms so that you have the opportunity to download content such as white papers or web goods and order white papers. To use the forms, you must provide a name for a personal salutation and a valid email address to contact us so that we know who the request is from and can process it. 

If you send us inquiries via the contact form, the information you provide in the inquiry form, including the contact data you enter there, as well as your IP address, will be processed pursuant to Art. 6 (1) p. 1 lit. b and f DSGVO for the purpose of to carry out pre-contractual measures, which are carried out in response to your request or for the exercise of our legitimate interest, namely to carry out our business activities..

The inquiries as well as the associated data will be deleted no later than 3 months after receipt, unless they are required for a further contractual relationship.

e) Weglot

  1. On our website we integrate the service Weglot of the Weglot SAS, 138, rue Pierre Joigneaux, Bois-Colombes 92270, France.

We use this service to give you the option to have our website content automatically translated into English.
For this purpose, your IP address is processed as a connection is established to the servers of our service provider.

The use of Weglot is based on our legitimate interest according to Art. 6 para. 1 p. 1 lit. f) DSGVO, namely in the interest of a possible translation of our website content for our website visitors. 

We have concluded an order processing contract with Weglot.

For more information, visit Weglot's privacy page at:

https://www.weglot.com/privacy

f) Google Tag Manager

We use the Google Tag Manager from Google (Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland) on our website.). The Google Tag Manager is an administration and management tool in which other tracking and/or statistics tools can be centrally managed and played out.

When visiting our website and giving your consent according to Art. 6 para.1 p.1 lit. a) DSGVO, the Google Tag Manager collects and processes your IP address, which may also be transferred to the USA. However, the Google Tag Manager itself does not create a user profile or analyses.

You can find the Google privacy policy here. [https://www.google.com/policies/privacy/?hl=de]

g) Use of Google reCAPTCHA

We use the reCAPTCHA service of Google (Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland) on our websites for our contact form.)We use this service to distinguish between human input and automated, abusive, machine processing. We have a legitimate interest in protecting our website from automated spying and SPAM.

When queried by the reCAPTCHA service, both your IP address and any other data required by Google for the reCAPTCHA service are forwarded to Google and processed there.

You must accept Google's terms of use when using reCAPTCHA. There is a separate field for this purpose. We have activated IP anonymization on this website so that your IP address is shortened beforehand by Google within member states of the European Union or in other contracting states of the Agreement on the European Economic Area. Only in exceptional cases will the full IP address be transmitted to a Google server in the USA and shortened there.

On our behalf, Google will use this information to evaluate your use of this service. The IP address transmitted by your browser as part of reCaptcha will not be merged with other data from Google. The deviating data protection provisions of the Google company apply to this data.

For more information about Google's privacy policy, please visit: https://www.google.com/intl/de/policies/privacy/.

By integrating reCAPTCHA, the Google Fonts are also dynamically reloaded by Google without being actively determined by the website operator or visitor. The integration of these web fonts takes place through a server call, usually a Google server in the USA. Through this, the following may be transmitted to the server and stored by Google:

  • Name and version of the browser used
  • Web page from which the request was triggered (referrer URL)
  • Operating system of your computer
  • Screen resolution of your computer
  • the IP address of the computer making the request,
  • Language settings of the browser or operating system used by the user

For more information, please refer to Google's privacy policy, which can be found here:

www.google.com/fonts#AboutPlace:about

www.google.com/policies/privacy/

10. analysis and tracking tools

On our website, we use the analysis and tracking tools listed below. The purpose of these is to ensure ongoing optimisation of our website and to tailor it to the needs of customers.

We use these tools on the basis of the consent you have given us in accordance with Art. 6 (1) (a) GDPR. You can withdraw your consent at any time by changing the cookie settings. Processing up to the revocation remains lawful.

The respective data processing purposes and data categories can be found in the corresponding tools. Please note that we have no influence on whether and to what extent the service providers carry out further data processing.

a) Google Analytics

On our website we use Google Analytics (https://www.google.de/ intl/de/about/), a web analytics service from Google (Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Irland, hereafter „Google“).

Google uses cookies in this context (see para 8). Information about your use of this website that is generated by the cookie such as

  • Name and version of the browser used
  • Operating system of your computer
  • the website from which the site is accessed (referrer URL),
  • IP address of the requesting computer
  • Time of the server request

Is normally transferred to a Google server in the United States and stored there.

Your IP address is automatically anonymized by Google anonymized before it is recorded via EU domains and servers. Therefore, there is no logging or storage of your IP address.

Google will use this information on our behalf for the purpose of evaluating your use of the website, in order to reports on website activity and to provide other services relating to website and internet usage to us. The IP address transferred by your browser via Google Analytics will not be combined with other Google data.

We have concluded an order processing contract with Google.

Please click here for an overview of Google's privacy policy. [https://support.google.com/analytics/answer/6004245]

b) Hubspot

  1. We work with the CRM software from Hubspot of HubSpot Inc. (25 First Street, 2nd Floor, Cambridge, MA 02141, USA), through which we can manage our customer data and conduct online marketing. For this purpose, among other things, landing pages are analyzed and reports are created. For this purpose, so-called "web beacons" are used and cookies are applied. In this context, the following personal data may be processed:
  • IP address, 
  • geographic location, 
  • Browser type, 
  • Duration of visit, 
  • pages viewed,
  • Visitor sources using utm parameters.

As a rule, the IP address is processed on European servers by Hubspot and stored only in a shortened version. Only in exceptional cases will the IP address be transferred to a HubSpot server in the USA and shortened there.

We use the collected information to continuously optimize and improve our website and to make it more user-friendly for you. In addition, we use this information to analyze which of our company's services are of interest to customers, users and newsletter subscribers in order to contact them for advertising purposes.

We have concluded the standard contractual clauses with HubSpot. HubSpot does not obtain the right to share your data.

You can find HubSpot's privacy policy here.

c) Lead feeder

  1. We use the analysis service Leadfeeder of Liidio Oy, Keskuskatu 6E, 00100 Helsinki, Finland on our website.

Leadfeeder recognizes companies that visit our website. The information of the Leadfeeder contacts is then matched with our CRM.

Leadfeeder collects and receives the following data: Email address, Public social media handles, Links and profile photos, Employer, Job title.

The processing of your data by Leadfeeder is based on your given consent according to Art. 6 para. 1 p. 1 lit a) DSGVO.

We have agreed the standard contractual clauses with Leadfeeder. You can find more information about data protection at Leadfeeder at

https://www.leadfeeder.com/privacy-leadfeeder-contacts/

d) Senja

  1. On our website we use the service Senja of the Senja Proof LTD - Flat 9, 2 Battlebridge Lane, SE1 2HL London use

With Sejna we collect and visualize customer reviews/testimonials on our website.
For this purpose, your IP address is transmitted to our service provider.

The processing of your data by Senja is based on your consent pursuant to Art. 6 para. 1 p. 1 lit a) DSGVO.

We have concluded an order processing agreement with Senja.
You can find more information about data protection at Senja at

https://senja.io/legal/privacy-policy

e) LinkedIn conversion tracking

We use the conversion tracking function of LinkedIn on our website. This enables us to target you with advertisements following a visit to our website. In addition, LinkedIn provides reporting that shows how successful our advertisements are and how users generally interact with our site. If you have logged in via LinkedIn before visiting our site, this will be recognized as part of the conversion tracking and you will be associated with your LinkedIn account as a visitor to our site.

You can find more information in LinkedIn's privacy policy:

https://www.linkedin.com/legal/privacy-policy?_l=de_DE

In addition, you have the option to unsubscribe from interest-based advertising via LinkedIn. This is possible via the following link:

https://www.linkedin.com/psettings/enhanced-advertising

11. image, sound and video integration

a) YouTube

  1. We embed videos from YouTube, which is operated by Google (Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland), into our website as part of iFrame. In the context of embedding the videos, we have activated the extended data protection mode of YouTube.

If you play a YouTube video during your visit, a connection is established to YouTube's servers and the YouTube server is informed which of our pages you have visited. This allows YouTube to assign your surfing behavior directly to your personal profile. You can prevent this by logging out of your member account before visiting our website. In addition, YouTube sets various cookies when starting the service in order, according to its own information, to improve their offered services and to prevent misuse.  

For more information on the handling of user data and the cookies set, please refer to YouTube's privacy policy at: https://www.google.de/intl/de/policies/privacy

Through the integration of YouTube, the Google Fonts are also dynamically reloaded by Google, without this being actively determined by the website operator or visitor. The integration of these web fonts takes place through a server call, usually a Google server in the USA. Through this, the following may be transmitted to the server and stored by Google:

  • Name and version of the browser used
  • Web page from which the request was triggered (referrer URL)
  • Operating system of your computer
  • Screen resolution of your computer
  • the IP address of the computer making the request,
  • Language settings of the browser or operating system used by the user

For more information, please refer to Google's privacy policy, which can be found here:

www.google.com/fonts#AboutPlace:about

www.google.com/policies/privacy/

The legal basis results from the consent granted by you according to Art. 6 (1) (a) GDPR. You can revoke your consent at any time by changing the cookie setting on our website.

12. rights of the data subject

You have the following rights:

a) Right of access

Pursuant to Art. 15 GDPR, you shall have the right to request information about your personal data being processed by us. This right of access includes the following information:

  • the processing purposes
  • the categories of personal data
  • the recipients or categories of recipients to whom your information has been or will be disclosed
  • the planned storage period or at least the criteria for determining the storage period
  • the existence of a right to rectification, erasure, limitation of processing or opposition
  • the existence of a right of appeal to a supervisory authority
  • the origin of your personal data, if not collected by us
  • the existence of automated decision making, including profiling and, where appropriate, meaningful information on its details

b) Correction

According to Art. 16 DSGVO, you have the right to immediate correction of incorrect or incomplete personal data stored by us.

c) Deletion

  1. In accordance with Art. 17 GDPR, you shall have the right to obtain from us without undue delay the erasure of your personal data stored by us, unless further processing is required for one of the following reasons:
  • the personal data are still necessary for the purposes for which they were collected or otherwise processed;
  • to exercise the right of freedom of expression and information;
  • for compliance with a legal obligation which requires processing under Union or Member State law to which the controller is subject, or for the performance of a task carried out in the public interest, or in the exercise of official authority vested in the controller;
  • for reasons of public interest in the area of public health pursuant to Art. 9(2)(h) and (i) and Art. 9(3) GDPR;
  • for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes pursuant to Art. 89(1) GDPR, to the extent that the right referenced in a) is likely to render impossible or seriously impair the achievement of the objectives of that data processing, or
  • for the establishment, exercise or defence of legal claims.

(d) restriction of processing

Pursuant to Art. 18 GDPR, you may request the restriction of processing of your personal data, for one of the following reasons:

  • You contest the accuracy of your personal data.
  • The processing is unlawful, and you oppose the erasure of your personal data.
  • We no longer require the personal data for the purposes of the processing, but you require them for the establishment, exercise or defence of legal claims.
  • They lodge an objection against the processing pursuant to Art. 21 (1) DSGVO.

a) Information

If you request the correction or deletion of your personal data or a restriction of processing pursuant to Art. 16, Art. 17 or Art. 18 DSGVO, we will communicate this to all recipients to whom your personal data has been disclosed, unless this proves impossible or involves a disproportionate effort. You may request that we inform you of these recipients.

b) Transmission

You shall have the right to obtain the personal data which you have provided to us in a structured, commonly used and machine-readable format.

You also have the right to request the transfer of this data to a third party, provided that the processing was carried out with the help of automated procedures and is based on consent. pursuant to Art. 6 para. 1 sentence 1 lit. a or Art. 9 para. 2 lit. a or is based on a contract pursuant to Art. 6 para. 1 sentence 1 lit. b DSGVO.

c) Revocation

Pursuant to Art. 7(3) GDPR, you shall have the right at any time to withdraw consent you have previously granted to us. The withdrawal of consent shall not affect the lawfulness of processing carried out based on consent before its withdrawal. We may not carry out any further processing based on your consent, once you have withdrawn it.

d) Complaint

Pursuant to Art. 77 GDPR, you shall have the right to lodge a complaint with a supervisory authority if you believe that the processing of your personal data is contrary to the GDPR.

e) Objection

If your personal data is processed on the basis of legitimate interests pursuant to Art. 6 (1) p. 1 lit. f DSGVO, you have the right to object to the processing of your personal data pursuant to Art. 21 DSGVO, provided that there are grounds for doing so that arise from your particular situation or the objection is directed against direct advertising. In the latter case, you have a general right of objection, which will be implemented by us without specifying the particular situation. If you would like to make use of your right of revocation or objection, it is sufficient to send an e-mail to [email protected].

f) Automated decision in individual cases including profiling

You shall have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you or similarly significantly affects you. This right shall not apply if the decision:

  1. is necessary for entering into, or for the performance of, a contract between you and us,
  2. is authorised by Union or Member State law to which we are subject, and which also lays down suitable measures to safeguard your rights and freedoms and legitimate interests, or
  3. is based on your explicit consent.

However, such decisions shall not be based on special categories of personal data referred to in Art. 9(1) GDPR, unless Art. 9(2)(a) or (g) GDPR applies and suitable measures to safeguard your rights and freedoms and legitimate interests are in place.

In the cases referred to in a) and c), we shall implement suitable measures to safeguard your rights and freedoms and legitimate interests, including at least the right to obtain human intervention on our part, to express your point of view, and to contest the decision.

13. amendment of the privacy policy

If we amend the Privacy Statement, this will be indicated on the homepage.

Status: 04.10.23