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LEGAL

Privacy policy

Ciconia Systems GmbH, Friedrichstraße 13, 70174 Stuttgart

I. General information and mandatory notices

Data protection

We, the operators of these pages, take the protection of your personal data very seriously. Your personal data is treated confidentially and in accordance with the statutory data protection regulations and this privacy policy. This privacy policy explains which data we collect and what we use it for. It also explains how and for what purpose this happens.

Controller

The controller for data processing on this website is:

Marko Jeftic
Ciconia Systems GmbH
Friedrichstraße 13
70174 Stuttgart
Phone: +49 621 49086093
Email: team@vergabepilot.ai

The controller is the natural or legal person who alone or jointly with others determines the purposes and means of the processing of personal data.

Your rights

You have the right at any time to receive information free of charge about the origin, recipients and purpose of your stored personal data. You also have the right to request the correction or deletion of this data. If you have given consent to data processing, you can withdraw it at any time with effect for the future. You also have the right, under certain circumstances, to request the restriction of the processing of your personal data. Furthermore, you have a right to lodge a complaint with the competent supervisory authority.

Storage period

Your personal data remains with us until the purpose for the data processing no longer applies. If you make a justified request for deletion or withdraw your consent to data processing, your data will be deleted unless we have other legally permissible grounds for storing your personal data.

SSL or TLS encryption

For security reasons and to protect the transmission of confidential content, such as orders or enquiries, this site uses SSL or TLS encryption. You can recognise an encrypted connection by the fact that the address line of the browser changes from “http://” to “https://” and by the padlock symbol in your browser line.

II. Data collection on our website

Cookies

Our websites use cookies. Cookies are small text files and do no harm to your device. They are stored on your device either temporarily for the duration of a session (session cookies) or permanently (permanent cookies). Session cookies are deleted automatically at the end of your visit. Permanent cookies remain stored on your device until you delete them yourself or your web browser deletes them automatically.

Cookies have various functions. Many cookies are technically necessary, as certain website functions would not work without them (e.g. the shopping cart function). Other cookies serve to analyse user behaviour or to display advertising.

You can set your browser so that you are informed about the setting of cookies and allow cookies only in individual cases, exclude the acceptance of cookies for certain cases or in general, and activate the automatic deletion of cookies when the browser is closed. If cookies are deactivated, the functionality of this website may be limited.

Consent to the use of cookies.

We use cookies so that our website functions properly. In order to obtain your valid consent to the use and storage of cookies in the browser you use to access our website, and to document this properly, we use a consent management platform: CookieFirst. This technology is provided by Digital Data Solutions BV, Plantage Middenlaan 42a, 1018 DH, Amsterdam, Netherlands. Website: https://cookiefirst.com, referred to as CookieFirst.

When you access our website, a connection is established with the CookieFirst server in order to give us the opportunity to obtain valid consent from you for the use of certain cookies. CookieFirst then stores a cookie in your browser so that only the cookies to which you have consented can be activated, and so that this can be documented properly. The processed data is stored until the specified storage period expires or you request the deletion of the data. Notwithstanding this, certain statutory retention periods may apply.

CookieFirst serves to obtain the legally required consent to the use of cookies. The legal basis for this is Article 6 (1) (c) of the General Data Protection Regulation (GDPR).

Data processing agreement

We have concluded a data processing agreement with CookieFirst. This is a contract required by data protection law which ensures that the data of our website visitors is processed only in accordance with our instructions and in compliance with the GDPR.

Server log files

Our website and CookieFirst automatically collect and store information in what are known as server log files, which your browser automatically transmits to us. The following data is collected:

your consent status or the withdrawal of consent
your anonymised IP address
information about your browser
information about your device
the date and time of your visit to our website
the URL of the website on which you saved or updated your consent declaration
the approximate location of the user who saved their consent preferences
a universally unique identifier (UUID) of the website visitor who clicked the banner cookie

Contact form

If you send us enquiries via the contact form, your details from the enquiry form, including the contact data you provide there, will be stored by us for the purpose of processing the enquiry and in case of follow-up questions. We do not pass on this data without your consent.

This data is processed on the basis of Art. 6 (1) (b) GDPR, provided that your enquiry relates to the performance of a contract or is necessary for the implementation of pre-contractual measures. In all other cases, the processing is based on our legitimate interest in the effective handling of enquiries addressed to us (Art. 6 (1) (f) GDPR) or on your consent (Art. 6 (1) (a) GDPR) if this was requested.

The data you enter in the contact form remains with us until you ask us to delete it, withdraw your consent to storage, or the purpose for storing the data no longer applies (e.g. after your enquiry has been dealt with). Mandatory statutory provisions, in particular retention periods, remain unaffected.

Enquiry by email, telephone or fax

If you contact us by email, telephone or fax, your enquiry including all personal data arising from it (name, enquiry) will be stored and processed by us for the purpose of handling your request. We do not pass on this data without your consent.

The data you send us via contact enquiries remains with us until you ask us to delete it, withdraw your consent to storage, or the purpose for storing the data no longer applies. Mandatory statutory provisions, in particular statutory retention periods, remain unaffected.

Hosting and content delivery networks (CDN)

This website is hosted by an external service provider (host). The personal data collected on this website is stored on the host's servers. This may involve in particular IP addresses, contact enquiries, meta and communication data, contract data, contact data, names, website accesses and other data generated via a website.

The host is used for the purpose of fulfilling contracts with our potential and existing customers (Art. 6 (1) (b) GDPR) and in the interest of the secure, fast and efficient provision of our online offering by a professional provider (Art. 6 (1) (f) GDPR).

Our host will process your data only to the extent necessary to fulfil its service obligations and will follow our instructions regarding this data.

Processing on our behalf

We have concluded a data processing agreement with the above-mentioned provider. This is a contract required by data protection law which ensures that the provider processes the personal data of our website visitors only in accordance with our instructions and in compliance with the GDPR.

III. Analytics tools and advertising

Google Analytics

This website uses functions of the web analytics service Google Analytics. The provider is Google Ireland Limited (“Google”), Gordon House, Barrow Street, Dublin 4, Ireland.

Google Analytics enables the website operator to analyse the behaviour of website visitors. In doing so, the website operator receives various usage data, such as page views, time spent on the site, operating systems used and the origin of the user. This data may be combined by Google into a profile assigned to the respective user or their device.

Google Analytics uses technologies that enable the recognition of the user for the purpose of analysing user behaviour (e.g. cookies or device fingerprinting). The information collected by Google about the use of this website is generally transferred to a Google server in the USA and stored there.

This analytics tool is used on the basis of Art. 6 (1) (f) GDPR. The website operator has a legitimate interest in analysing user behaviour in order to optimise both its website and its advertising. If corresponding consent has been requested (e.g. consent to the storage of cookies), the processing is carried out exclusively on the basis of Art. 6 (1) (a) GDPR; consent can be withdrawn at any time.

We have activated the IP anonymisation function on this website. As a result, your IP address is shortened by Google within member states of the European Union or in other contracting states of the Agreement on the European Economic Area before being transferred to the USA. Only in exceptional cases will the full IP address be transferred to a Google server in the USA and shortened there. On behalf of the operator of this website, Google will use this information to evaluate your use of the website, to compile reports on website activity and to provide the website operator with further services associated with website and internet use. The IP address transmitted by your browser as part of Google Analytics is not merged with other Google data.

You can prevent the collection and processing of your data by Google by downloading and installing the browser plug-in available at the following link: https://tools.google.com/dlpage/gaoptout?hl=de.

You can find more information about how Google Analytics handles user data in Google's privacy policy: https://support.google.com/analytics/answer/6004245?hl=de.

This website uses the “demographic characteristics” function of Google Analytics in order to display suitable advertisements to website visitors within the Google advertising network. This makes it possible to create reports containing statements about the age, gender and interests of site visitors. This data comes from interest-based advertising by Google as well as from visitor data from third-party providers. This data cannot be assigned to a specific person. You can deactivate this function at any time via the ad settings in your Google account or generally prohibit the collection of your data by Google Analytics.

Data stored by Google at user and event level that is linked to cookies, user identifiers (e.g. user ID) or advertising IDs (e.g. DoubleClick cookies, Android advertising ID) is anonymised or deleted after 2 months. You can find details at the following link: https://support.google.com/analytics/answer/7667196?hl=de.

Hotjar

This website uses the analytics service Hotjar. The provider is Hotjar Ltd., Dragonara Business Centre, 5th Floor, Dragonara Road, Paceville St Julian’s STJ 3141, Malta.

Hotjar enables us to better understand the behaviour of our users (e.g. clicks, scroll depth, interactions) and to measure satisfaction with our offering. For this purpose we use feedback widgets and surveys on our website. We can also send surveys by email to selected users in order to obtain targeted feedback on use and satisfaction.

Hotjar uses cookies and similar technologies. The following data, among others, may be processed: anonymised IP address, device type, browser information, screen size, location (country only) and language settings. The data is stored in pseudonymised profiles and is not used to identify individual persons.

Hotjar is used exclusively on the basis of your consent (Art. 6 (1) (a) GDPR), which you can withdraw via the cookie settings of our website.

Further information can be found in Hotjar's privacy policy: https://www.hotjar.com/legal/policies/privacy.

Google AdWords with conversion tracking

On our website we use the advertising component Google AdWords and, in this context, what is known as conversion tracking. This is a service of Google LLC, 1600 Amphitheatre Parkway, Mountain View, CA 94043 USA, hereinafter referred to only as Google.

Through certification under the EU-US Privacy Shield, Google guarantees that the EU data protection requirements are also complied with when processing data in the USA.

We use conversion tracking for the targeted promotion of our offering. The legal basis is Art. 6 (1) (f) GDPR. Our legitimate interest lies in the analysis, optimisation and economic operation of our website.

If you click on an advertisement placed by Google, the conversion tracking we use stores a cookie on your device. These conversion cookies expire after 30 days and do not otherwise serve to identify you personally.

If the cookie is still valid and you visit a particular page of our website, both we and Google can evaluate that you clicked on one of our advertisements placed with Google and that you were subsequently forwarded to our website.

Using the information obtained in this way, Google produces statistics for us about visits to our website. In addition, we receive information about the number of users who clicked on our advertisement(s) and about the pages of our website subsequently accessed. However, neither we nor third parties who also use Google AdWords are thereby placed in a position to identify you in this way.

By configuring your internet browser accordingly, you can also prevent or restrict the installation of cookies. At the same time, you can delete cookies that have already been stored at any time. The steps and measures required for this depend on the specific internet browser you use. If you have any questions, please use the help function or documentation of your internet browser or contact its manufacturer or support.

Google also offers further information on this topic, in particular on the options for preventing the use of data, at

Google Remarketing or the "Similar audiences" component from Google

On our website we use the remarketing or similar audiences function. This is a service of Google LLC, 1600 Amphitheatre Parkway, Mountain View, CA 94043 USA, hereinafter referred to only as Google.

Through certification under the EU-US Privacy Shield, Google guarantees that the EU data protection requirements are also complied with when processing data in the USA.

We use this function in order to place interest-based, personalised advertising on third-party websites that also participate in Google's advertising network. The legal basis is Art. 6 (1) (f) GDPR. Our legitimate interest lies in the analysis, optimisation and economic operation of our website.

To enable this advertising service, Google stores a cookie with a sequence of numbers on your device via your internet browser during your visit to our website. This cookie records both your visit and your use of our website in anonymised form. Personal data is not passed on in the process. If you subsequently visit the website of a third party that also uses Google's advertising network, advertisements may appear that relate to our website or to our offerings there.

To deactivate this function permanently, Google offers a browser plug-in for the most common internet browsers at https://www.google.com/settings/ads/plugin. The use of cookies from certain providers can likewise be deactivated by opt-out, for example via

Through what is known as cross-device marketing, Google may under certain circumstances track your usage behaviour across several devices, so that interest-based, personalised advertising may be displayed to you even if you change device. However, this requires that you have agreed to the linking of your browsing histories with your existing Google account.

Google offers further information on Google Remarketing at https://www.google.com/privacy/ads.

IV. Your rights

Withdrawal of your consent to data processing

Many data processing operations are only possible with your express consent. You can withdraw consent you have already given at any time. The lawfulness of the data processing carried out up to the withdrawal remains unaffected by the withdrawal.

Right to object to data collection in special cases and to direct advertising

If data processing is carried out on the basis of Art. 6 (1) (e) or (f) GDPR, you have the right at any time to object, on grounds relating to your particular situation, to the processing of your personal data; this also applies to profiling based on these provisions. The respective legal basis on which processing is based can be found in this privacy policy. If you object, we will no longer process your personal data concerned unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing serves the establishment, exercise or defence of legal claims (objection under Art. 21 (1) GDPR).

If your personal data is processed for direct advertising purposes, you have the right to object at any time to the processing of personal data concerning you for the purpose of such advertising; this also applies to profiling insofar as it is connected with such direct advertising. If you object, your personal data will subsequently no longer be used for direct advertising purposes (objection under Art. 21 (2) GDPR).

Right to lodge a complaint with the competent supervisory authority

In the event of infringements of the GDPR, data subjects have the right to lodge a complaint with a supervisory authority, in particular in the member state of their habitual residence, their place of work or the place of the alleged infringement. This right of complaint is without prejudice to any other administrative or judicial remedy.

Right to data portability

You have the right to have data that we process automatically on the basis of your consent or in performance of a contract handed over to you or to a third party in a common, machine-readable format. If you request the direct transfer of the data to another controller, this will only take place insofar as it is technically feasible.

Information, deletion and correction

Within the framework of the applicable statutory provisions, you have the right at any time to free information about your stored personal data, its origin and recipients and the purpose of the data processing and, where applicable, a right to correction or deletion of this data. You can contact us at any time about this and about further questions on the subject of personal data.

Right to restriction of processing

You have the right to request the restriction of the processing of your personal data. You can contact us at any time about this. The right to restriction of processing exists in the following cases:

If you dispute the accuracy of your personal data stored by us, we generally need time to check this. For the duration of the check, you have the right to request the restriction of the processing of your personal data.
If the processing of your personal data happened or is happening unlawfully, you can request the restriction of data processing instead of deletion.
If we no longer need your personal data, but you need it to exercise, defend or establish legal claims, you have the right to request the restriction of the processing of your personal data instead of deletion.
If you have lodged an objection under Art. 21 (1) GDPR, a balance must be struck between your interests and ours. As long as it has not been determined whose interests prevail, you have the right to request the restriction of the processing of your personal data.

If you have restricted the processing of your personal data, this data may, apart from being stored, only be processed with your consent or for the establishment, exercise or defence of legal claims, or for the protection of the rights of another natural or legal person, or for reasons of important public interest of the European Union or a member state.

Objection to advertising emails

The use of contact data published within the scope of the imprint obligation for the purpose of sending advertising and information material that has not been expressly requested is hereby objected to. The operators of the pages expressly reserve the right to take legal action in the event of the unsolicited sending of advertising information, for example through spam emails.

V. Contract processing

The data you transmit in order to make use of our range of goods and/or services is processed by us for the purpose of contract processing and is necessary for that purpose. The conclusion and processing of a contract are not possible without the provision of your data.
The legal basis for the processing is Art. 6 (1) (b) GDPR.

We delete the data upon complete contract processing, but must observe the retention periods under tax and commercial law.

As part of contract processing, we pass on your data to the transport company commissioned with the delivery of goods or to the financial service provider, insofar as the transfer is necessary for the delivery of goods or for payment purposes.
The legal basis for the transfer of the data is then Art. 6 (1) (b) GDPR.

Customer account / registration function

If you create a customer account with us via our website, we will collect and store the data you enter during registration (for example your name, your address or your email address) exclusively for pre-contractual services, for the performance of the contract or for the purpose of customer care. At the same time we then store the IP address and the date of your registration together with the time. This data is not passed on to third parties.

As part of the further registration process, your consent to this processing is obtained and reference is made to this privacy policy. The data we collect in this context is used exclusively for the provision of the customer account.

Insofar as you consent to this processing, Art. 6 (1) (a) GDPR is the legal basis for the processing. If the opening of the customer account additionally serves pre-contractual measures or the performance of a contract, the legal basis for this processing is also Art. 6 (1) (b) GDPR.

You can withdraw the consent you have given us to the opening and maintenance of the customer account at any time with effect for the future in accordance with Art. 7 (3) GDPR. To do so, you simply need to notify us of your withdrawal.

The data collected in this respect will be deleted as soon as the processing is no longer necessary. In this context, however, we must observe retention periods under tax and commercial law.

Pipedrive

We use Pipedrive as a CRM system for managing customer contacts and sales activities. The provider is Pipedrive OÜ, Mustamäe tee 3a, 10615 Tallinn, Estonia.

Data that you transmit to us, for example via contact forms or in the context of concluding contracts, may be stored and processed in Pipedrive. This includes in particular contact data and communication content.

The processing takes place on the basis of Art. 6 (1) (b) GDPR (performance of a contract and pre-contractual measures) and Art. 6 (1) (f) GDPR (legitimate interest in efficient customer management).

Brevo

We use Brevo to send emails. The provider is Sendinblue GmbH, Köpenicker Straße 126, 10179 Berlin. Brevo is used to send transactional and system-relevant messages (e.g. registration confirmations, password resets, onboarding emails, search profile results or information about the use of our platform). This data is processed on the basis of Art. 6 (1) (b) GDPR, as this communication is necessary in order to provide our service.

In addition, we use Brevo to send our newsletter. Your prior consent is required in order to receive the newsletter (Art. 6 (1) (a) GDPR). We obtain this using the double opt-in procedure. You can withdraw your consent at any time, for example via the “unsubscribe” link in the newsletter.

The data stored at Brevo is processed on servers within the EU. Further information can be found in Brevo's privacy policy: https://www.brevo.com/de/legal/privacypolicy/.

VI. Newsletter

Newsletter data

If you would like to receive the newsletter offered on the website, we require an email address from you as well as information that allows us to verify that you are the owner of the email address provided and that you agree to receive the newsletter. Further data is not collected, or is collected only on a voluntary basis. We use this data exclusively for sending the requested information and do not pass it on to third parties.

The data entered in the newsletter registration form is processed exclusively on the basis of your consent (Art. 6 (1) (a) GDPR). You can withdraw the consent you have given to the storage of the data, the email address and its use for sending the newsletter at any time, for example via the “unsubscribe” link in the newsletter. The lawfulness of the data processing operations already carried out remains unaffected by the withdrawal.

The data you deposit with us for the purpose of receiving the newsletter is stored by us or by the newsletter service provider until you unsubscribe from the newsletter, and is deleted from the newsletter distribution list after you unsubscribe or after the purpose no longer applies. We reserve the right to delete or block email addresses from our newsletter distribution list at our own discretion within the scope of our legitimate interest under Art. 6 (1) (f) GDPR.

After you unsubscribe from the newsletter distribution list, your email address may be stored by us or by the newsletter service provider in a blacklist in order to prevent future mailings. The data from the blacklist is used only for this purpose and is not merged with other data. This serves both your interest and our interest in complying with the legal requirements when sending newsletters (legitimate interest within the meaning of Art. 6 (1) (f) GDPR). Storage in the blacklist is not limited in time. You can object to the storage if your interests outweigh our legitimate interest.

This privacy policy was created in order to provide you with comprehensive and transparent information about the processing of your data at Ciconia Systems GmbH and your associated rights. If you have any further questions about data protection, you can contact us at any time.