As defined by Article 4 (1) GDPR, personal data means all information that relates to you personally and through which you can be identified, e.g. your name, address, contact details, and user behaviour.

When you access and use our web page, your Internet browser automatically collects a range of general data (so-called log data) and transmits it to our web server. The log data are stored in the logfiles on our server.

The following data can be collected among others:

• Browser type used and version
• Operating system used
• Equipment category
• Display resolution
• Internet Protocol Address (IP address) or abbreviated IP address
• Country
• Language settings
• Which web pages from our Internet presence you have visited
• Web page via which you reached our web page (so-called referrer)
• Date and time of access
• Duration of access

The log data do not contain personal data, and when we use these general data, we do not draw any conclusions about your identity. Instead, we need this information so that we can:

• Display the content of our web page correctly,
• Optimise the content of our web page and the advertising for it,
• Guarantee the permanent functionality of our IT systems and the technology of our web page, and
• Provide the necessary information to the law enforcement authorities in the event of a cyber attack.

The anonymously collected data are also evaluated for statistical purposes. They are stored separately from all the other personal data you have provided to us when using our offerings (e.g. registration, purchasing software).

General information

To make visiting our web page more attractive and enable certain functions, our web page uses cookies, which are small text files deposited on your end device when you visit a web page.

Cookies can be used to store personal data but not to launch programs or transmit viruses to a computer.

Types of cookies

There are different types of cookies. Generally, a distinction is made between transient and persistent cookies.

• Transient cookies:

Some cookies we use are automatically deleted when you close your browser. These cookies include session cookies in particular. They store a so-called session ID, through which various queries from your browser can be allocated to the joint browser session. If you return to our web page during a browser session, your end device can be recognised. Session cookies are deleted when you log out or close your browser.

• Persistent cookies:

Other cookies remain stored on your end device between browser sessions and do not expire when the browser is closed. They enable us or our partner companies (third-party cookies) to recognise your browser the next time you visit our web page. Persistent cookies are automatically deleted after a certain time. The cookie storage period varies depending on the cookie.

Managing cookies

Internet browsers are generally preconfigured to accept cookies. Depending on your needs, you can restrict or entirely prevent our web page from placing cookies utilizing your Internet browser. Via your browser security settings, you can specify whether you wish to

• be informed of the placement of cookies so that you can decide individually whether to accept them,
• generally, accept cookies,
• exclude the placement of cookies in particular cases (e.g. acceptance of third-party cookies), or
• generally, exclude the placement of cookies.

Every browser manages the cookie settings differently. Your browser’s Help menu describes how you can change the browser’s cookie setting.

The Help menus of the commonly used browsers can be found via the following links:

• Internet Explorer: https://support.microsoft.com/en-gb/help/17442/windows-internet-explorer-delete-manage-cookies
• Firefox: https://support.mozilla.org/en-US/kb/enable-and-disable-cookies-website-preferences 
• Chrome: https://support.google.com/chrome/answer/95647?co=GENIE.Platform%3DDesktop&hl=en
• Safari: https://support.apple.com/en-gb/guide/safari/sfri11471/mac
• Opera: https://help.opera.com/en/latest/web-preferences/#cookies

In addition, when cookies have already been placed, you can delete them from your browser settings. Please note that if you delete all cookies, opt-out cookies you have already activated will also be deleted. In this case, any objections you have already declared will have to be declared again.

The deactivation and deletion of cookies also only affect the particular browser you are using at the time, so you will have to repeat this if you use a different browser.

Please note that deactivating cookies might restrict the functionality of our web page.

Web analysis service

Our web page uses the Matomo web analysis service, which uses its own cookies. Details of the analysis service and the cookies used by Matomo can be found in the information on analysis services.

YouTube

Our web page incorporates videos from the YouTube platform. YouTube also places cookies to record and evaluate user behaviour. Details of this can be found in the information about YouTube videos on our web page.

We have a legitimate interest in statistically evaluating and analyzing user behaviour so that we can optimise our web page from a marketing perspective, among other things. This also includes the creation and evaluation of anonymised user profiles. The legal basis for this is Article 6 Para. 1 (f) GDPR.

We do not collect information on the use of our web page ourselves. We use the web analysis service Matomo (formerly Piwik) on our web page to analyse its use. Matomo uses cookies to collect data about the use of the web page and enables us to analyse user behaviour.

Matomo uses the following cookies on our web page:

• Name of cookie: _pk_id.*
  • Cookie function: The cookie enables us to recognise visitors returning to our web page after their first visit
  • Cookie storage period: The cookie is valid for 13 months and is deleted on the expiry of this period.
• Name of cookie: _pk_ref.*
  • Cookie storage period: The cookie is valid for 6 months and is deleted on the expiry of this period.
• Name of cookie: _pk_ses.*
  • Cookie function: During its validity period the cookie serves to identify a visitor, so that despite their accessing the web page multiple times during this period their web page visit can be evaluated as an individual visit.
  • Cookie storage period: The cookie is valid for 30 minutes and is deleted on the expiry of this period.
• Name of cookie: piwik_ignore
  • Cookie function: Stores your decision to no longer be tracked by Matomo in future.
  • Cookie storage period: The cookie is valid for 24 months and is deleted on the expiry of this period.
• Name of cookie: PIWIK_SESSID
  • Cookie storage period: The cookie is deleted as soon as the browser is closed.

The information generated by the cookie about your use of the web page (including your abbreviated IP address) is transmitted to and stored by our servers in Europe. For this process, your IP address is anonymised immediately so that for us, you remain anonymous as a user. The usage data collected will not be passed on to third parties for advertising or personal use.

If you do not agree to the usage data from your visit to the web page being stored and evaluated, you can prevent the placement of cookies utilizing an appropriate setting in your browser. Details of this can be found under “Cookies”. However, if you block cookies, you might no longer be able to use the full functionality of the web page.

General information about the embedding of third-party provider content on web pages

Third-party content cannot be embedded on web pages without the third-party provider accessing your IP address, as without your IP address the third-party provider is unable to send any content to your browser. Therefore, when you access a web page on which third-party content is embedded, your IP address is transmitted to the third-party provider.

In addition, by embedding their content third-party providers can install so-called web trackers such as tracking pixels and cookies on our web page.

Tracking pixels enable the user to measure visitor traffic on a web page. Cookies, on the other hand, are frequently used to collect technical information about the browser and operating system, the referrer web pages, the times of visits, and our online presence, which can be combined with corresponding information from other sources.

The data collected are generally used by third-party providers for market research and advertising purposes. For example, user behaviour can be used to ascertain the user’s interests and needs, which can then be used as the basis for creating user profiles. User profiles of this kind enable the third-party provider to show targeted advertisements.

Use of YouTube in extended data protection mode

Our web page incorporates videos via the provider YouTube. YouTube is operated by the US company YouTube, LLC, 901 Cherry Avenue, San Bruno, CA 94066, USA – a subsidiary of Google LLC, 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA.

YouTube videos are incorporated into our web page on the basis of our legitimate interest in making our online presence as attractive and interesting as possible for our visitors. The legal basis for the use of YouTube videos is, therefore, Article 6 Para. 1 (f) GDPR.

Like most web pages, YouTube also uses cookies to collect information about the visitors to its web page and viewers of YouTube videos. YouTube uses these, among other things, to collect video statistics, prevent fraud and improve user-friendliness. At the same time as the cookies are deposited in your browser, a link is created to the Google DoubleClick network.

To limit the data collection by YouTube, we embed videos in the extended data protection mode. When you access a web page with an embedded video, initially a link to the YouTube server is created via your browser and the video is shown on the web page.

For this, YouTube needs your IP address. Therefore, when you are visiting our web page, as soon as you reach a web page on which a YouTube video is embedded, your IP address is transmitted to YouTube.

However, according to YouTube your user behaviour will only be tracked once you watch the video. As long as you do not watch the embedded video, YouTube will neither place cookies nor create a link to the DoubleClick server.

If you should not agree to your web page visit being tracked by YouTube, then please do not watch the embedded video.

We would also like to point out that it is possible for YouTube to allocate the collected information to your YouTube membership account if you are logged in to YouTube during your visit to our web page. You can prevent this by logging out of your membership account before you visit our web page.

Unfortunately, we have no influence over the collection and processing of data by YouTube. We do not know the exact extent of this. The data collected by YouTube are also presumably processed outside the EU, as YouTube, LLC is a US company.

Google, LLC and its subsidiaries (which also include YouTube, LLC) are certified under the EU-US Privacy Shield, and are thus obliged to uphold the EU data protection standard. The corresponding entry in the Privacy Shield list can be found here: https://www.privacyshield.gov/participant?id=a2zt000000001L5AAI&status=Active.

You will find details of the data protection by YouTube and your rights in the Google data privacy policy, which can be viewed at: https://policies.google.com/privacy?hl=en&gl=en.

Please address any requests for information about how YouTube handles your personal data directly to YouTube. The same applies to the assertion of further rights. Only YouTube has access to the data that is collected and is able to take corresponding measures and provide information.

However, we are happy to answer your queries at any time. You can email us at privacy@volumegraphics.com.

We have incorporated links to third-party web pages on our website. Volume Graphics is not responsible for the content and data protection practices of these web pages and assumes no liability for them. Responsibility for the content of the linked web page and the way in which the data collected there are handled rests with the web page operator.

On our web page, we offer visitors the opportunity to register for Volume Graphics events such as software training courses. When you do so, we collect a range of personal data from you.

The data required varies depending on the event.

Training courses (for EU customers)

In the course registration forms, we collect a range of stock information, contact and payment information.

Your title, first and last name, email address, address data and the company you work for are marked as obligatory fields, as are the invoice address and, as applicable, the VAT ID number.

We need this data to process your registration, as otherwise we

• Cannot contact you;
• Cannot fulfil our contractual duties and cannot process the agreement otherwise;
• Cannot comply with our legal duties per the export control regulations.

To facilitate communication, you can give us your phone and mobile numbers and/or your fax number voluntarily. By providing this data, you declare your agreement to being contacted by us via phone or fax during the initiation and processing of the agreement.

For statistical and market research purposes, we also ask you to provide us with the following voluntary details: the industry you work in and your field of work. However, this data is not necessary for the processing of the agreement.

Training courses (for customers in the Americas sales region)

Registration for training courses takes place through our online booking portal Bookeo. Bookeo is a service provider that specialises in providing online booking portals.

First registration

When you first register through the Bookeo registration form, we collect a range of stock information, contact information, and payment information from you.

Your title, first and last name, email address, address data and the company you work for are marked as obligatory fields, as is any different address to be used as the invoice address, and if the participant is a different person, their first and last name, email address and address data. We will ask you for your credit card information later.

We need these data to process your registration, as otherwise we

• Cannot contact you;
• Cannot fulfil our contractual duties towards you and cannot process the agreement otherwise;
• Cannot comply with our legal duties per the export control regulations.

You can voluntarily give us your phone and mobile numbers to facilitate communication. By providing this data you declare your agreement to being contacted by us via phone during the initiation and processing of the agreement.

For statistical and market research purposes, we also ask you to provide us with the following voluntary details: the period you have already been using our software products, how often you use our software products, and whether you have previously attended one of our courses.  However, this data is not necessary to process the agreement.

User account

When you first register, we will set up a user account for you to make it easier for you to register for subsequent events. Next time you make a booking, you will be able to log in to your account using the email address and password you provided when you first registered.

If you want to change your details or view the data concerning you that have been stored, you can log in to your user account at www.bookeo.com (Link: https://signin.bookeo.com/). You can download a summary of the data as a PDF.

Waiting list

If an event should already be fully booked, you can be added to a waiting list. If participant places become available over time, we can inform you of this, and you might, therefore, still be able to attend your chosen event. For this, we require your following details, which we will request via the waiting list form: first name, last name, email address and/or mobile number.

Training courses (for EU customers)

All the data you enter on the registration forms for our events are transferred to our customer relationship management system and stored on our servers in Europe.

The legal basis for processing the personal data you have entered is:

• Article 6 Para. 1 (b) GDPR
  • Title, first and last name, email address, address details
• Article 6 Para. 1 (a), (b) or (f) GDPR
  • Phone number, mobile number, fax number
• Article 6 Para. 1 (c) GDPR
  • Title, first and last name, address details, company you work for
• Article 6 Para. 1 (f) GDPR
  • Sector/industry, field of work

The data you have entered on the registration forms are primarily used for the purposes stated under “Data collection on registration”.

Any further processing – for example, for direct marketing – only takes place insofar as we can refer to a legal basis in this respect (performance of an agreement, legitimate interest, consent, legal obligation). You will find further information about this in the respective sections, in particular under the duties of information per Article 13, 14 GDPR, “In which cases does Volume Graphics have a legitimate interest in processing my data?”

The data required for processing an agreement are only passed on to third parties if we involve these third parties in fulfilling our contractual duties. However, in this case, we limit this to only forwarding to them the data that are required for the provision of the service by our service providers.

All other data – particularly those collected for market research – are only processed internally for statistical and market research purposes. These data are not passed on to third parties outside our company.

You can object to the processing for market research purposes at any time with future effect. You will find details of your right of objection under the duties of information per Article 13, 14 GDPR, “Further information about your right of objection” and “In which cases does Volume Graphics have a legitimate interest in processing my data?”

Training courses (for customers in the Americas sales region)

All the data you enter on the registration forms for our events are transferred to our customer relationship management system and stored on our servers in Europe.

The legal basis for processing the personal data you have entered is:

Initial registration and subsequent bookings:

• Article 6 Para. 1 (b) GDPR
  • Title, first and last name, email address, address details, credit card information
• Article 6 Para. 1 (a), (b) or (f) GDPR
  • Phone number, mobile number
• Article 6 Para. 1 (c) GDPR
  • Title, first and last name, address details; company you work for
• Article 6 Para. 1 (f) GDPR
  • Period and frequency of software use, initial registration/subsequent registration

User account:

• Article 6 Para. 1 (a) GDPR
  • First and last name, email address, address details, company you work for, phone number, mobile number

Waiting list:

• Article 6 Para. 1 (b) or (f) GDPR
  • First and last name, email address, mobile number

The data you have entered on the registration and/or waiting list forms are primarily processed for the purposes stated under “Data collection on registration”.

Any further processing – for example, for direct marketing – only takes place insofar as we can refer to a legal basis in this respect (performance of an agreement, legitimate interest, consent, legal obligation). You will find further information about this in the respective sections, particularly under the duties of information per Article 13, 14 GDPR, “In which cases does Volume Graphics have a legitimate interest in processing my data?”

The data required for processing an agreement are only passed on to third parties if we involve these third parties in fulfilling our contractual duties. However, in this case, we limit this to only forwarding to them the data that are required for the provision of the service by our service providers.

All other data are only processed internally and for the purposes stated here or elsewhere in this Data Privacy Statement. These data are not forwarded to third parties outside our group of companies.

You can object to the processing that takes place based on our legitimate interest – Article 6 Para. 1 (f) GDPR – at any time with future effect. You will find details of your right of objection under the duties of information per Article 13, 14 GDPR, “Further information about your right of objection” and “In which cases does Volume Graphics have a legitimate interest in processing my data?”

Data collection when the download link is requested

On our web page, we offer visitors the option to download our myVGL viewer. For this, we only require your email address. 

You can also provide further personal details voluntarily. 

This data comprises: The company you work for, its address (street, postcode, town, federal state, country), the sector/industry to which the company belongs, and your field of work. 

We collect this data for statistical and market research purposes. They are not required to download the myVGL viewer.

Data processing

All the data you enter on our website's download form is transferred to our customer relationship management system and stored on our servers in Europe.

The legal basis for processing the personal data you have entered is:

• Article 6 Para. 1 (b) GDPR
  • Email address
• Article 6 Para. 1 (f) GDPR
  • Company you work for; company address (street, postcode, town, federal state, country), sector/industry, field of activity

The data you enter on the download form are exclusively processed for the purposes stated under “Data collection when the download link is requested.”

Any further processing only takes place insofar as we can refer to a legal basis in this respect (performance of an agreement, legitimate interest, consent, legal obligation). You will find further information about this in the respective sections, particularly under information for visitors to our web page, and under the duties of information per Article 13, 14 GDPR, “In which cases does Volume Graphics have a legitimate interest in processing my data?”

The data collected is only processed internally. This data is not forwarded to third parties outside our group of companies.

Data collection when the download link is requested

Our web page offers visitors the option to download evaluation licenses. For this, we only require a range of personal data from you.

We collect a range of stock and contact information in the evaluation form.

Title, first and last name, email address and the company you work for, including its address (street, postcode, town, federal state, country), are marked as obligatory fields.

We need this data to process your request, as otherwise we

• Cannot contact you, in particular concerning a later conclusion of the contract (i.e. during the initiation of the agreement);
• Cannot send you either the download link or the evaluation license;
• Cannot comply with our legal duties per the export control regulations.

To facilitate communication, you can voluntarily give us your phone and mobile numbers and/or your fax number. By providing this data you declare your agreement to being contacted by us via phone or fax during the initiation of the agreement.

For statistical purposes, we also ask you to provide us with the following voluntary information: sector and field of activity; however, it is not necessary to provide these for downloading the evaluation license.

Data processing

All the data you enter on the evaluation form are transferred to our customer relationship management system and stored on our servers in Europe.

The legal basis for processing the personal data you have entered is:

• Article 6 Para. 1 (b) GDPR
  • Title, first and last name, email address, company address details (street, postcode, town, federal state, country)
• Article 6 Para. 1 (a) or (f) GDPR
  • Phone number, mobile number, fax number
• Article 6 Para. 1 (c) GDPR
  • Title, first and last name; company you work for; company address details (street, postcode, town, federal state, country)
• Article 6 Para. 1 (f) GDPR
  • Sector/industry, field of activity

The data you have entered on the registration forms are exclusively processed for the purposes stated under “Data collection when the download link is requested”.

Any further processing only takes place insofar as we can refer to a legal basis in this respect (performance of an agreement, legitimate interest, consent, legal obligation). You will find further information about this in the respective sections, particularly under the information for visitors to our web page and under the duties of information per Article 13, 14 GDPR, “In which cases does Volume Graphics have a legitimate interest in processing my data?”

The data collected is only processed internally. This data is not forwarded to third parties outside our group of companies.

You can object to the processing for marketing purposes at any time with future effect. You will find details of your right of objection under the duties of information per Article 13, 14 GDPR, “Further information about your right of objection” and “In which cases does Volume Graphics have a legitimate interest in processing my data?”

Data collection for a support request

Our web page offers visitors the option of sending us support requests. For this, we need a range of personal data from you.

We collect a range of stock and contact information on the support request form.

The input fields for your salutation, first and last name, email address, your work phone and/or mobile number, the company you work for, the country this is in, and your preferred method of contact are marked as obligatory fields.

We need this data to process your request, as otherwise we:

• Cannot contact you;
• Cannot fulfil our contractual duties towards you, and cannot process the agreement otherwise;
• Cannot allocate the support request to one of our branches in a specific country.

In addition, you can voluntarily give us details such as a message, relevant files, or license ID. These details are collected and processed to better support you; however, they are unnecessary for your support request.

Data processing

All the data you enter on the support request form are transferred to our customer relationship management system and stored on our servers in Europe.

The legal basis for processing the personal data you have entered is:

• Article 6 Para. 1 (a), (b) or (f) GDPR
  • Title, first and last name, email address, phone number, mobile number, company you work for, country in which the company is located

The data you have entered on the registration forms is exclusively processed for the purposes stated under “Data collection for a support request”.

Any further processing, for example, for the purpose of direct marketing or market research, only takes place insofar as we can refer to a legal basis in this respect (performance of an agreement, legitimate interest, consent, legal obligation). You will find further information about this in the respective sections, particularly under the duties of information per Article 13, 14 GDPR, “In which cases does Volume Graphics have a legitimate interest in processing my data?”

The data collected is only processed internally. This data is not forwarded to third parties outside our group of companies.

When you have acquired one of our software applications or successfully requested an evaluation license, we will make the software available to you in our download area. We will set up a personal download account for you, via which you can access our web login. We will email you your login details (username and password).

In this context we need your first and last names and your email address. The legal basis for the processing is Article 6 Para. 1 (b) GDPR.

As defined by Article 4 Para. 1 GDPR, personal data means all information that relates to you personally and by means of which you can be identified, e.g. your name, address, contact details and user behaviour.

You can contact us by phone, email, via a contact form or by post. When you contact us, whether this is out of interest in our software products and services, to acquire our software products or to use our services, we acquire personal information from you. Initially, we store this data.

As you have contacted us, we can acquire the following data among others:

• Title/form of address, first name, last name
• Contact details
• Address and order details
• Payment details
• Company name and address, details of the area of activity
• Products and services acquired
• Operating system
• Date and time of your registration for an event from Volume Graphics
• Date and time of your registration for a software course from Volume Graphics
• Date and time of your enquiry about/order for a software product from Volume Graphics

The controller as defined by Article 4 Para. 7 GDPR is
Volume Graphics GmbH
Speyerer Str. 4-6
69115 Heidelberg
Germany

The managing directors authorised to represent the company are:
Bernhard Fink, Christian Graf, Dr.-Ing. Daniela Handl

Phone: +49 6221 73920 60
Fax: +49 6221 73920 88
Email: info@volumegraphics.com

Commercial register court: District Court of Mannheim
Register number: HRB 335703
VAT ID number: DE187252420

You can contact our Data Protection Officer by email at:

privacyofficer@volumegraphics.com

or by post to the address:

Volume Graphics GmbH
Datenschutzbeauftragter [Data Protection Officer]
Speyerer Str. 4-6
69115 Heidelberg
Germany

You can assert your requests for information, your right of revocation and all other rights either by email to privacy@volumegraphics.com or by post.

The postal address and suffix is:
Volume Graphics GmbH
Stichwort: Datenschutz [Subject: Data protection]
Speyerer Str. 4-6
69115 Heidelberg
Germany

General information about the legal basis

Insofar as we obtain your consent to the processing of personal data, Article 6 Para. 1 (a) GDPR is the legal basis for processing your personal data.

If the processing of personal data is necessary for the performance of a contract to which you are a party, Article 6 Para. 1 b) GDPR serves as the legal basis. The same applies to processing activities that take place following your request and are necessary for the implementation of precontractual measures.

Insofar as the processing of personal data is necessary for compliance with a legal obligation to which our company is subject, Article 6 Para. 1 (c) GDPR serves as the legal basis.

If the processing is necessary for the preservation of a legitimate interest of our company or a third party, and the interests, fundamental rights and freedoms of the data subject do not override our legitimate interest, Article 6 Para. 1 (f) GDPR serves as the legal basis for the processing. 

Legal bases in respect of our processing activities

• Purpose of data usage: To contact you in response to your enquiry, for example to be able to answer customer queries and provide information about queries concerning dispatch and accounting.
  • Legal basis for data processing: Article 6 Para. 1 (a), (b) and (f) GDPR
• Purpose of data usage: For processing orders and providing the ordered products and services.
  • Legal basis for data processing: Article 6 Para. 1 (b) GDPR
• Purpose of data usage: For compliance with our contractual duties.
  • Legal basis for data processing: Article 6 Para. 1 (b) GDPR
• Purpose of data usage: For the creation of personal areas and protected content, such as our web login.
  • Legal basis for data processing: Article 6 Para. 1 (b) GDPR
• Purpose of data usage: To inform you about our products and options for using them.
  • Legal basis for data processing: Article 6 Para. 1 (a) and (f) GDPR
• Purpose of data usage: To inform you about software updates, software upgrades, security patches and system extensions.
  • Legal basis for data processing: Article 6 Para. 1 (a), (b) and (f) GDPR
• Purpose of data usage: To tailor information about our products and services to your needs. This enables us to systematically send you information about products and services that interest you.
  • Legal basis for data processing: Article 6 Para. 1 (a) and (f) GDPR
• Purpose of data usage: For advertising purposes, unless you have objected to this use.
  • Legal basis for data processing: Article 6 Para. 1 (a) and (f) GDPR
• Purpose of data usage: For fulfilling legal requirements, e.g. by screening against sanctions lists.
  • Legal basis for data processing: Article 6 Para. 1 (c) GDPR
• Purpose of data usage: For processing job applications.
  • Legal basis for data processing: Article 6 Para. 1 (b) GDPR
• Purpose of data usage: For implementing voluntary customer surveys to continuously improve our services and products.
  • Legal basis for data processing: Article 6 Para. 1 (a) and (f) GDPR

Your data are generally processed on our servers within the European Union. However, due to our company being globally interconnected, and when we use services provided by third parties, it can also happen that your data are processed outside the European Union and European Economic Area, i.e. in a third country.

Insofar as we or third parties commissioned by us process data in a third country, this only takes place on a legal basis. In particular, account is taken of compliance with (pre-) contractual duties, your consent, a legal obligation or our legitimate interest.

Subject to any special legal or contractual authorisation, any processing by us or by our service providers and partner companies only takes place under the special requirements of Article 44 et seq. GDPR, thus in particular on the basis of an adequacy decision of the European Commission (e.g. for the USA the EU-US Privacy Shield) or standard EU contractual clauses. 

Your personal data is handled in confidence and is not passed on for marketing purposes, sold or otherwise made available to third parties outside our group of companies without your prior consent.

However, Volume Graphics may pass on information to business partners, service providers, and other third parties to provide a service you have requested (for example, when processing orders or handling registrations for events or training courses), evaluate anonymized reach analysis, or provide customer service.

If we forward your personal data to third parties, this is limited to the information that is necessary for the provision of the respective services. The respective service provider must use these personal data exclusively for the provision of the requested service or the implementation of the necessary transaction.

Volume Graphics can be compelled to disclose your personal data and associated information if instructed to do so by the courts or the authorities. We also reserve the right to use your data to establish or defend legal claims.

In addition, disclosing or forward personal data to potential or actual buyers might be necessary in the event of a takeover or a merger with another company. In such a case, Volume Graphics will strive to protect the data as much as possible.

In accordance with applicable law, we reserve the right to store and forward personal data and other data to detect and combat illegal activity, attempted fraud, or infringements of Volume Graphics' terms and conditions of use.

You have the following rights in respect of the personal data concerning you:

• Right of access, Article 15 GDPR
• Right to rectification, Article 16 GDPR
• Right to erasure, Article 17 GDPR
• Right to restriction of processing, Article 18 GDPR
• Right to object to processing, Article 21 GDPR
• Right to data portability, Article 20 GDPR

To exercise your rights, please contact us by email to privacy@volumegraphics.com

or by post to:
Volume Graphics GmbH
Stichwort: Datenschutz [Subject: Data protection]
Speyerer Str. 4-6
69115 Heidelberg
Germany

Further information about your right of access:

Extent of your right of access

You have the right at any time to receive information from us free of charge about the personal data concerning you that we have stored and to be given a copy of these data within the framework of what is legally permitted.

In addition, the European regulators have granted a right of access to the following information:

• The purposes of processing; the categories of personal data that are processed;
• 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 organisations;
• 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 your right to the rectification, erasure or restriction of processing of the personal data concerning you and your right to object to the processing of your personal data;
• The existence of a right to lodge a complaint with a supervisory authority;
• Where the personal data concerning you were not collected from you: any 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 and the envisaged consequences of such processing for the data subject;
• Whether personal data were transferred to a third country or to an international organisation, and what appropriate safeguards exist relating to the transfer.

Assertion of your right of access

As protecting your data is important to us, and we do not want to issue these data to unauthorised third parties, we ask you to provide the following details voluntarily in your request for information:

• Name, email address
• Brief explanation of where you provided your data to Volume Graphics
• Order number and/or invoice number
• Name of the software product acquired
• Date and name of the course attended

These details are not obligatory. They serve to identify you and help us process your request as quickly as possible.

Further information on your right to object:

Based on the balance of interests, in certain cases, we are permitted to process your personal data due to our overriding legitimate interest.

Direct marketing

If we process your data on this basis for the purpose of direct marketing, you can object to such processing at any time without stating reasons. The same applies to profiling insofar as this is associated with direct marketing. We will stop processing your data immediately upon receipt of your objection.

Other cases of legitimate interest

In all other cases you can object to this processing at any time on grounds relating to your particular situation. As the processing of your data is based on a balance of interests, when you exercise your right to object, we ask you to inform us of the grounds on which we should stop processing your data.

If you make use of your right to object, we will terminate the processing of the data concerned. However, we reserve the right to further process your data in exceptional cases. An exceptional case applies if the processing serves for the establishment, exercise or defense of legal claims or if we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms.

Further information on your right to rectification:

You have the right to request the rectification of the personal data concerning you without undue delay. Taking into account the purposes of the processing, you can also request to have incomplete personal data completed, including by means of providing a supplementary statement.

Further information on your right to erasure:

You have the right to request the erasure of your personal data without undue delay insofar as one of the grounds of Article 17 Para. 1 GDPR applies. A right to erasure exists if:

• The personal data are no longer necessary concerning the purposes for which they were collected or otherwise processed.
• You have withdrawn your consent on which the processing is based according to Article 6 Para. 1 (a) GDPR, or Article 9 Para. 2 (a), and there is no other legal ground for the processing.
• You object to the processing under Article 21 Para 1 GDPR and there are no overriding legitimate grounds for the processing, or if you have objected to the processing under Article 21 Para. 2 GDPR.
• The personal data have been unlawfully processed.
• The personal data must be erased to ensure compliance with a legal obligation in Union or Member State law to which the controller is subject.
• The personal data was collected with the offer of information society services referred to in Article 8 Para. 1 GDPR.

However, this right does not apply insofar as processing is necessary on one of the grounds stated Article 17 Para. 3 GDPR, in particular:

• For exercising the right of freedom of expression and information,
• For compliance with a legal obligation, or
• For the establishment, exercise or defense of legal claims.

Further information on your right to restriction of processing:

You have the right to request the restriction of processing of your personal data:

• As long as the accuracy of your data that has been contested by you is being verified,
• Instead of the erasure of your data if the processing is unlawful,
• If we no longer need your data for the purpose of the processing, but you require these data for the establishment, exercise or defence of legal claims, or
• If you have objected to processing pursuant to Article 21 Para. 1 GDPR on grounds relating to your particular situation, pending verification of whether our legitimate grounds override these.

Further information on your right to data portability:

You have the right to receive the personal data concerning you, which you have provided to us, in a structured, commonly used and machine-readable format or to request transmission of those data to another controller where this is technically feasible and does not adversely affect the rights and freedoms of others.

If you have consented to our processing of your personal data, you have the right to retract this at any time, Article 7 Para.3 GDPR. This retraction will have future effect and does not affect the lawfulness of processing based on consent before it was retracted. 

In all other cases you can conveniently withdraw your consent by email to privacy@volumegraphics.com or by post. The postal address and suffix is:

Volume Graphics GmbH
Stichwort: Datenschutz [Subject: Data protection]
Speyerer Str. 4-6
69115 Heidelberg
Germany

Finally, we would like to point out that per the General Data Protection Regulation, in some cases, we are entitled to process certain personal data concerning you despite your retracting your consent, for example, on the basis of Article 6 Para. 1 (b) GDPR if the processing is necessary to perform a contract we have concluded with you.

As well as the possibility of issuing a complaint to us or our Data Privacy Officer about the processing of your personal data, you also have the right to lodge a complaint about this with a supervisory authority, Article 77 GDPR in conjunction with Section 19 BDSG [German Federal Data Protection Act].

The data protection authority of the State of Baden-Württemberg has competence for us. 

You can contact them at:

Landesbeauftragter für Datenschutz und Informationsfreiheit [Data Protection Officer for the State Ministry of Baden-Württemberg]
Postfach 10 29 32
70025 Stuttgart
Germany

Phone: +49 711/615541-0
Fax: +49 711/615541-15
Email: poststelle@lfdi.bwl.de

Screening against sanctions lists

Products and services from Volume Graphics are subject to various export provisions, including those of the European Union and its member states and those of the USA. 

Based on the export provisions in force, in particular the existing trade sanctions and embargos, Volume Graphics is obliged to take appropriate measures to prevent persons, companies, organisations, and parties listed on the respective relevant sanctions lists of the European Union and the national authorities from acquiring certain products and services from Volume Graphics.

The following measures in particular come into consideration here:

• Sanctions list screening: Automated comparison of the personal data we received when you contacted us with the relevant sanctions lists
• Repeat comparison with the relevant sanctions lists in the event of the sanctions lists or our customer information being updated
• Blocking of the interested person/customer if a possible match with an entry in the sanctions lists is found, and
• Contacting the interested person/customer to verify their identity and confirm the match.

Objection to advertising and other decisions concerning the processing of your personal data

To comply with legal requirements, Volume Graphics stores your decisions about the processing and/or use of your personal data—for example, consents and objections to advertising—and exchanges these within the group of companies insofar as necessary.

Direct marketing

Within an existing business relationship framework, we have a legitimate interest in processing and using your personal data to keep you informed about our products and services. The legal basis for this is Article 6 Para. 1 (f) GDPR.

If a business relationship exists between you and Volume Graphics, we can inform you about products and services from Volume Graphics (including seminars, webinars, and events) that are similar to the products and services you have already acquired from us, provided this is permissible under the respective national laws. The same applies to products and services associated with those you have already acquired from Volume Graphics.

If you do not agree to your data being processed for advertising purposes, you can object to this at any time without incurring any costs for this other than the transmission costs under the basic tariffs.

Please email your objection to privacy@volumegraphics.com. Alternatively, you can also send us your objection by post to:
Volume Graphics GmbH
Stichwort: Datenschutz [Subject: Data protection]
Speyerer Str. 4-6
69115 Heidelberg
Germany

or in the case of email marketing, via the “Unsubscribe” link at the end of every marketing email.

Administration, financial accounting, organisation, contact management

We also process your data to deal with administrative tasks, business organisation, and financial accounting. The purpose of this processing and our legitimate interest lie in maintaining our business activity, particularly in providing our services to you. The legal basis of the data processing is Article 6 Para. 1 (f) GDPR.

Based on our business interests we also store the contact details of suppliers, event organisers, and other business partners, e.g. to contact them later. In principle, we store these company-related data permanently.

Web hosting

In order to be able to maintain our web presence, we have commissioned web hosting service providers that provide us with this platform, the necessary infrastructure, computing capacity, the required storage space and databases, and security services and technical maintenance services.

Under certain circumstances, we or our web hosting service providers process stock data, contact data, content data and usage data of our customers, as well as those of interested persons and visitors to our web page.

This takes place based on Article 6 Para. 1 (f) GDPR on the grounds of our legitimate interest in an efficient and secure web presence, including our web services.

We occasionally update our Data Privacy Statement to adapt it to legal developments and ensure that it covers everything we offer.

If we should make fundamental changes regarding the collection, use or forwarding of your personal data, we will inform you of this by email to the last email address you have provided.

These changes do not affect your legal rights to access, rectification, restriction, erasure, objection, retraction, or complaint.