We are very pleased about your interest in our company. Data protection is of particular importance to the management of etalon international GmbH (hereinafter: „etalon“). Use of the etalon website is generally possible without providing any personal data.

However, if a data subject wishes to use special services offered by our company via our website, processing of personal data may be required. If the processing of personal data is necessary and there is no legal basis for such processing, we generally obtain the consent of the data subject.

The processing of personal data, such as the name, address, email address, or telephone number of a data subject, is always carried out in accordance with the General Data Protection Regulation (GDPR) and in accordance with the country-specific data protection regulations applicable to etalon. By means of this data protection declaration, our company would like to inform the public about the nature, scope, and purpose of the personal data we collect, use, and process. Furthermore, data subjects are informed of their rights by means of this data protection declaration.

As the controller, etalon has implemented numerous technical and organizational measures to ensure the most complete protection possible for data transmitted via this website. We strive to ensure the security of our processed personal data. Nevertheless, internet-based data transmissions may generally have security gaps, so absolute protection cannot be guaranteed. For this reason, every data subject is free to transmit personal data to us via alternative means, for example, by telephone.

NAME AND ADDRESS OF THE CONTROLLER

The controller within the meaning of the General Data Protection Regulation, other data protection laws applicable in the member states of the European Union, and other provisions of a data protection nature is:

etalon international GmbH
St.-Peter-Str. 4
69126 Heidelberg
Phone: +49 6221 3923982
Email: office@etalon-international.com

COOKIES

We do not use technically necessary or other forms of cookies on our website. Therefore, you will not see a cookie notice, and no consent to the use of cookies is obtained.

COLLECTION OF GENERAL DATA AND INFORMATION

The etalon website collects a series of general data and information each time the website is accessed by a data subject or an automated system. This general data and information is stored in the server’s log files. Collected may be (1) the browser types and versions used, (2) the operating system used by the accessing system, (3) the website from which an accessing system reaches our website (so-called referrers), (4) the sub-websites accessed via an accessing system on our website, (5) the date and time of access to the website, (6) an Internet protocol address (IP address), (7) the Internet service provider of the accessing system, and (8) other similar data and information that serve to avert dangers in the event of attacks on our information technology systems.

When using this general data and information, etalon does not draw any conclusions about the data subject. Rather, this information is required to (1) correctly deliver the content of our website, (2) optimize the content of our website and its advertising, (3) ensure the long-term functionality of the website. our information technology systems and the technology of our website, and (4) to provide law enforcement authorities with the information necessary for criminal prosecution in the event of a cyberattack. This anonymously collected data and information is therefore evaluated by etalon both statistically and with the aim of increasing data protection and data security within our company in order to ultimately ensure an optimal level of protection for the personal data we process. The anonymous data in the server log files are stored separately from all personal data provided by a data subject.

CONTACT OPTIONS VIA THE WEBSITE

Due to legal regulations, the etalon website contains information that enables quick electronic contact with our company and direct communication with us, which also includes a general electronic mail address (email address). If a data subject contacts the controller by email or via a contact form, the personal data transmitted by the data subject will be automatically stored. Such personal data voluntarily transmitted by a data subject to the controller will be stored for the purposes of processing or contacting the data subject. This personal data will not be passed on to third parties.

USE OF ZOOM FOR ONLINE MEETINGS

Purpose of Processing

We use the „Zoom“ tool to conduct telephone conferences, online meetings, video conferences, and/or webinars (hereinafter: „Online Meetings“). „Zoom“ is a service provided by Zoom Video Communications, Inc., which is based in the USA.

Responsible Party

The responsible party for data processing directly related to the conduct of online meetings is etalon.

Note: If you access the Zoom website, the Zoom provider is responsible for data processing. However, accessing the website is only necessary to download the Zoom software.

You can also use Zoom by entering the respective meeting ID and, if applicable, other meeting access data directly in the Zoom app.

If you do not want to or cannot use the Zoom app, the basic functions can also be used via a browser version, which you can also find on the Zoom website.

What data is processed?

When using Zoom, various types of data are processed. The scope of the data also depends on the information you provide before or during participation in an online meeting.

The following personal data is subject to processing:

• User information: First name, last name, telephone number (optional), email address, password (if single sign-on is not used), profile picture (optional), department (optional)
• Meeting metadata: Subject, description (optional), participant IP addresses, device/hardware information
• For recordings (optional): MP4 file of all video, audio, and presentation recordings, M4A file of all audio recordings, text file of the online meeting chat
• When dialing in by telephone: Information about the incoming and outgoing phone number, country name, start and end time. Additional connection data such as the device’s IP address may be stored if necessary.
• Text, audio, and video data: You may have the option to use the chat, question, or survey functions in an online meeting. The text entries you make will be processed to display them in the online meeting and, if necessary, to record them. To enable the display of video and the playback of audio, the data from your device’s microphone and any video camera on the device will be processed accordingly for the duration of the meeting. You can turn off or mute the camera or microphone yourself at any time using the Zoom applications.

To participate in an online meeting or enter the meeting room, you must at least provide your name.

Scope of Processing

We use Zoom to conduct online meetings. If we want to record online meetings, we will inform you transparently in advance and – if necessary – ask for your consent. The fact that the recording is taking place will also be displayed in the Zoom app.

If necessary for the purposes of recording the results of an online meeting, we will log the chat content. However, this will generally not be the case.

In the case of webinars, we may also process questions asked by webinar participants for the purposes of recording and following up on webinars.

If you are registered as a user with Zoom, reports on online meetings (meeting metadata, telephone dial-in data, questions and answers in webinars, and the poll function in webinars) may be stored by Zoom for up to one month.

Automated decision-making within the meaning of Art. 22 GDPR is not used.

Legal Basis for Data Processing

To the extent that personal data of etalon employees is processed, Section 26 of the German Federal Data Protection Act (BDSG) is the legal basis for data processing. If personal data in connection with the use of „Zoom“ is not required for the establishment, implementation, or termination of the employment relationship, but is nevertheless a fundamental component of the use of „Zoom,“ Art. 6 (1) (f) GDPR is the legal basis for data processing. In these cases, our interest lies in the effective conduct of „online meetings.“

In addition, the legal basis for data processing when conducting „online meetings“ is Art. 6 (1) (b) GDPR, provided the meetings are conducted within the framework of contractual relationships.

If no contractual relationship exists, the legal basis is Art. 6 (1) (f) GDPR. Here, too, our interest lies in the effective conduct of „online meetings.“

Recipients / Disclosure of Data

Personal data processed in connection with participation in „online meetings“ will generally not be disclosed to third parties unless specifically intended for disclosure.

Other recipients: The provider of „Zoom“ necessarily receives knowledge of the above-mentioned data, as far as this is provided for in our data processing agreement with „Zoom.“

Data processing outside the European Union

„Zoom“ is a service provided by a provider from the USA. Personal data is therefore also processed in a third country. We have concluded a data processing agreement with the provider of „Zoom“ that complies with the requirements of Art. 28 GDPR.

An appropriate level of data protection is guaranteed, on the one hand, by the „Privacy Shield“ certification of Zoom Video Communications, Inc., and, on the other hand, by the conclusion of the so-called EU standard contractual clauses.

ROUTINE DELETION AND BLOCKING OF PERSONAL DATA

The controller shall process and store the personal data of the data subject only for the period necessary to achieve the storage purpose, or as far as this is stipulated by the European legislator or other legislator in laws or regulations to which the controller is subject.

If the storage purpose no longer applies, or if a storage period prescribed by the European legislator or other competent legislator expires, the personal data shall be routinely blocked or deleted in accordance with the statutory provisions.

RIGHTS OF THE DATA SUBJECT

A) RIGHT TO CONFIRMATION

Each data subject shall have the right granted by the European legislator to obtain confirmation from the controller as to whether or not personal data concerning him or her are being processed. If a data subject wishes to exercise this right of confirmation, they may contact any employee of the controller at any time.

B) RIGHT TO INFORMATION

Every person affected by the processing of personal data has the right granted by the European legislator to obtain from the controller free information about the personal data concerning him or her stored at any time and a copy of this information. Furthermore, the European legislator has granted the data subject the right to information about the following:

• the purposes of the processing;
• the categories of personal data concerned;
• the recipients or categories of recipients to whom the personal data have been or will be disclosed, in particular recipients in third countries or international organizations;
• where possible, the envisaged period for which the personal data will be stored, or, if not possible, the criteria used to determine that period;
• the existence of the right to request from the controller rectification or erasure of personal data or restriction of processing of personal data concerning the data subject or to object to such processing;
• the existence of the right to lodge a complaint with a supervisory authority;
• where the personal data are not collected from the data subject: all available information as to their source;
• the existence of automated decision-making, including profiling, referred to in Article 22(1) and (4) GDPR and, at least in those cases, meaningful information about the logic involved, as well as the significance and envisaged consequences of such processing for the data subject.

Furthermore, the data subject has the right to obtain information as to whether personal data has been transferred to a third country or to an international organization. Where this is the case, the data subject also has the right to obtain information about the appropriate safeguards relating to the transfer.

If a data subject wishes to exercise this right of access, they may contact an employee of the controller at any time.

C) RIGHT TO RECTIFICATION

Any data subject shall have the right granted by the European legislator to obtain the immediate rectification of inaccurate personal data concerning them. Furthermore, the data subject has the right, taking into account the purposes of the processing, to have incomplete personal data completed, including by means of providing a supplementary statement.

If a data subject wishes to exercise this right to rectification, they may contact an employee of the controller at any time.

D) RIGHT TO ERASURE (RIGHT TO BE FORGOTTEN)

Any person affected by the processing of personal data has the right granted by the European legislator to request the controller to erase personal data concerning him or her without undue delay, where one of the following grounds applies and where processing is not necessary:

• The personal data were collected or otherwise processed for purposes for which they are no longer necessary.
• The data subject withdraws consent on which the processing is based according to point (a) of Article 6 (1) GDPR or point (a) of Article 9 (2) GDPR, and there is no other legal ground for the processing.
• The data subject objects to the processing pursuant to point (a) of Article 21 (1) GDPR and there are no overriding legitimate grounds for the processing, or the data subject objects to the processing pursuant to point (2) GDPR.
• The personal data were processed unlawfully.
• The erasure of the personal data is necessary to fulfill a legal obligation under Union or Member State law to which the controller is subject.
• The personal data were collected in relation to the offer of information society services pursuant to point (a) of Article 8 (1) GDPR.

If one of the above reasons applies, and a data subject wishes to request the erasure of personal data stored by Etalon, they may contact an employee of the controller at any time. The Etalon employee will ensure that the erasure request is complied with immediately.

If the personal data was made public by Etalon and our company, as the controller pursuant to Art. 17 (1) GDPR, is obliged to erase the personal data, Etalon shall take appropriate measures, including technical ones, taking into account the available technology and the implementation costs, to inform other data controllers which process the published personal data that the data subject has requested the erasure by such controllers of all links to these personal data or of copies or replications of these personal data, unless processing is required. The Etalon employee will arrange the necessary measures in individual cases.

E) RIGHT TO RESTRICTION OF PROCESSING

Any person affected by the processing of personal data has the right, granted by the European legislator, to request the controller to restrict processing if one of the following conditions applies:

• The accuracy of the personal data is contested by the data subject, for a period enabling the controller to verify the accuracy of the personal data.
• The processing is unlawful, and the data subject opposes the erasure of the personal data and requests the restriction of their use instead.
• The controller no longer needs the personal data for the purposes of the processing, but they are required by the data subject to assert, exercise, or defend legal claims.
• The data subject has objected to processing pursuant to Art. 21 (1) GDPR, pending the verification whether the legitimate grounds of the controller override those of the data subject.

If one of the aforementioned conditions is met, and a data subject wishes to request the restriction of personal data stored by Etalon, he or she may contact an employee of the controller at any time. The Etalon employee will arrange for the restriction of processing.

F) RIGHT TO DATA PORTABILITY

Every data subject shall have the right, granted by the European legislator, to receive the personal data concerning him or her, which he or she has provided to a controller, in a structured, commonly used, and machine-readable format. He or she shall also have the right to transmit those data to another controller without hindrance from the controller to which the personal data have been provided, provided that the processing is based on consent pursuant to point (a) of Article 6(1) GDPR or point (a) of Article 9(2) GDPR or on a contract pursuant to point (b) of Article 6(1) GDPR, and the processing is carried out by automated means, unless the 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.

Furthermore, in exercising their right to data portability pursuant to Art. 20 (1) GDPR, the data subject has the right to have personal data transmitted directly from one controller to another, where technically feasible and provided that doing so does not adversely affect the rights and freedoms of others.

To assert their right to data portability, the data subject may contact any Etalon employee at any time.

G) RIGHT TO OBJECT

Any data subject shall have the right granted by the European legislator to object at any time to processing of personal data concerning them which is based on Art. 6 (1) (e) or (f) GDPR, for reasons related to their particular situation. This also applies to profiling based on these provisions.

In the event of an objection, Etalon will no longer process the personal data unless we can demonstrate compelling legitimate grounds for the processing that override the interests, rights, and freedoms of the data subject, or for the establishment, exercise, or defense of legal claims.

If Etalon processes personal data for direct marketing purposes, the data subject has the right to object at any time to the processing of personal data for such marketing purposes. This also applies to profiling insofar as it is related to such direct marketing. If the data subject objects to Etalon processing for direct marketing purposes, Etalon will no longer process the personal data for these purposes.

In addition, the data subject has the right to object to the processing of personal data concerning him or her by Etalon for scientific or historical research purposes or for statistical purposes pursuant to Art. 89 (1) GDPR, unless such processing is necessary to perform a task carried out in the public interest, for reasons related to his or her particular situation.

To exercise the right to object, the data subject may contact any employee of Etalon or another employee directly. Furthermore, in connection with the use of information society services, the data subject is free to exercise his or her right of objection by means of automated procedures using technical specifications, notwithstanding Directive 2002/58/EC.

H) AUTOMATED INDIVIDUAL DECISIONS, INCLUDING PROFILING

Every data subject shall have the right granted by the European legislator not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning him or her or similarly significantly affects him or her, unless the decision (1) is necessary for entering into, or the performance of, a contract between the data subject and the controller, or (2) is authorized by Union or Member State law to which the controller is subject and which also lays down suitable measures to safeguard the data subject’s rights and freedoms and legitimate interests, or (3) is based on the data subject’s explicit consent.

If the decision (1) is necessary for entering into, or the performance of, a contract between the data subject and the controller, or (2) is made with the data subject’s explicit consent, Etalon shall implement suitable measures to safeguard the data subject’s rights and freedoms and legitimate interests, including at least the right to obtain human intervention on the part of the controller, to express his or her point of view and to contest the decision.

If the data subject wishes to exercise his or her rights concerning automated decision-making, he or she may contact any employee of the controller at any time.

I) RIGHT TO WITHDRAW CONSENT UNDER DATA PROTECTION LAW

Any data subject shall have the right granted by the European legislator to withdraw his or her consent to the processing of personal data at any time.

If the data subject wishes to exercise his or her right to withdraw his or her consent, he or she may contact any employee of the controller at any time.

LEGAL BASIS FOR PROCESSING

Article 6(1)(a) GDPR serves as the legal basis for our company’s processing operations for which we obtain consent for a specific processing purpose. If the processing of personal data is necessary to fulfill a contract to which the data subject is a party, as is the case, for example, with processing operations necessary for the delivery of goods or the provision of other services or consideration, the processing is based on Article 6(1)(b) GDPR. The same applies to processing operations necessary to carry out pre-contractual measures, such as in cases of inquiries regarding our products or services. If our company is subject to a legal obligation which requires the processing of personal data, such as the fulfillment of tax obligations, the processing is based on Article 6(1)(c) GDPR. In rare cases, the processing of personal data may be necessary to protect the vital interests of the data subject or another natural person. This would be the case, for example, if a visitor were injured in our company and their name, age, health insurance data, or other vital information had to be passed on to a doctor, hospital, or other third parties. In that case, the processing would be based on Art. 6(1)(d) GDPR.

Finally, processing operations could be based on Art. 6(1)(f) GDPR. This legal basis applies to processing operations that are not covered by any of the aforementioned legal grounds if the processing is necessary to protect a legitimate interest of our company or a third party, provided that the interests, fundamental rights, and freedoms of the data subject do not override these interests. We are permitted to carry out such processing operations in particular because they were specifically mentioned by the European legislator. In this respect, the legislator considered that a legitimate interest could be assumed if the data subject is a customer of the controller (Recital 47, Sentence 2 GDPR).

LEGITIMATE INTERESTS IN THE PROCESSING PURSUED BY THE CONTROLLER OR A THIRD PARTY

If the processing of personal data is based on Article 6(1)(f) GDPR, our legitimate interest is the conduct of our business activities for the benefit of the well-being of all our employees and shareholders.

DURATION FOR WHICH THE PERSONAL DATA IS STORED

The criterion for the duration of the storage of personal data is the respective statutory retention period. After expiry of this period, the corresponding data is routinely deleted unless it is no longer required for the performance or initiation of a contract.

LEGAL OR CONTRACTUAL REQUIREMENTS REQUIRING THE PROVISION OF PERSONAL DATA; NECESSITY FOR THE CONCLUSION OF A CONTRACT; OBLIGATION OF THE DATA SUBJECT TO PROVIDE PERSONAL DATA; POSSIBLE CONSEQUENCES OF FAILURE TO PROVIDE

We inform you that the provision of personal data is sometimes required by law (e.g., tax regulations) or may also arise from contractual provisions (e.g., information on the contractual partner). In some cases, it may be necessary for a data subject to provide us with personal data to conclude a contract, which must subsequently be processed by us. For example, the data subject is obligated to provide us with personal data if our company concludes a contract with them. Failure to provide the personal data would mean that the contract with the data subject could not be concluded.

Before providing personal data, the data subject must contact one of our employees. Our employee will inform the data subject on a case-by-case basis whether the provision of personal data is required by law or contract or is necessary for the conclusion of the contract, whether there is an obligation to provide the personal data, and what consequences non-provision of the personal data would have.