Privacy policy for DocuWare Apps according to Art. 13 GDPR

DocuWare would like to inform you in this document about the handling of your data in our apps you can download from an Appstore.

1. Person responsible for data processing

Docuware GmbH, Planegger Str. 1, 82110 Germering, Germany is responsible for the collection and processing of your data. We offer the following Apps: - DocuWare for Outlook Add-in

2. Responsibility of the appstore operators

We have no influence on the data processing of the appstore operators. It cannot be ruled out that your profile data will be stored by the platform operators on servers outside of the European Union.

3. DocuWare's responsibility for your data

A) Docuware for Outlook Add-in (Version 1.0 - November 2023)

Collected data

User related data:

• User email: The email address of the user who uses the add-in
• Docuware Username: The username of the user who uses the add-in
• Organization ID: The unique identifier of the organization in which the user belongs to - Organization URL: The unique URL related to the Organization ID of the user
• Possible changes to the organization during the usage of the Add-in

Microsoft Office and Outlook related data:

• Browser: The browser that is being used to access the Add-in
• Version: The version of the browser used to access the Add-in
• Office Host: The version of Outlook that is used
• Office Platform: The platform in which the Add-in is launched (i.e., Outlook web, Desktop app)
• Office version: The version of the Office of the user’s account
• Office Language: The language of the Office of the user’s account

Data related to the processed items (stored emails and attachments):

• Origin of the stored items: Keep track of the items (both emails and attachments) that were stored with the usage of the “DocuWare for Outlook” Add-in
• Document ID: A unique identifier allocated to the documents (emails and attachments) stored with the Add-in
• File Cabinet GUID: A unique identifier related to the area in which the documents (emails and attachments) are stored in the DocuWare system
• Date and Time when the documents are stored with the Add-in

B) Docuware for Outlook Add-in (Version 2.0. - June 2024)

In addition to the previously mentioned data, the following data will be collected:

Data related to date and time, based on a user action:

• Date and Time when the user logs in to the Add-in
• Date and Time when the user logs out of the Add-in

Voluntary feedback services and surveys:

• Feedback ID: The unique identifier of the user’s feedback. Each Feedback ID will be related to the below mentioned tracked data.
• Rating: How does the user like the Add-in (1-5 scale of satisfaction). 
• Users’ responses to an open-ended feedback question, where users are able to fill in any kind of details without a limitation.
• Region of the user
• Organization ID: The unique id of the organization to which the user who submitted the feedback belongs to.
• Number of stored documents when feedback was submitted.

C) Docuware for Outlook Add-in (Version 3.0. - November 2024)”

In addition to the previously mentioned data, the following data will be collected:

Data related to the processed items (stored emails and attachments):

• Stored items from a shared mailbox: Keep track of the items (both emails and attachments) that were stored from a shared mailbox, with the usage of the “DocuWare for Outlook” Add-in

Data related to the user’s preferences on the settings level of the application. More specifically, data related to the following settings:

• Enable send and store - introduced in version 3.0.
• Automatically store all emails - introduced in version 3.0.
• Sync storage locations - introduced in version 2.0.

Legal basis/ purpose of data processing

The legal basis for data processing is Art. 6(1)(f) GDPR. The data processing is carried out in the interest of improving our apps for your use.

We process your data in order to improve our apps and for IT security reasons.

The app store operator has no influence on the processing of your data by DocuWare in the context of app usage.

Recipients/categories of recipients:

The app's tracked data will be utilized solely for internal purposes, focusing on optimizing performance, ensuring seamless functionality, and facilitating troubleshooting when necessary. This data is stored securely in separate databases based on regions, managed by our internal team responsible for maintaining and enhancing the application's overall performance.

You always have the possibility to send us confidential requests to our address mentioned in section 1 or in the imprint on our website.

If you contact us confidentially by letter, e-mail or similar, we might pass on data to partner companies ("Authorized DocuWare Partners" - ADPs) on a case-by-case basis and with your consent.

We have a long-standing and trusted business relationship with our ADPs. They have each been carefully selected and have a contractual relationship with us that includes an agreement on data processing in accordance with Art. 28 GDPR.

Storage period/criteria for determining the storage period:

Storage periods depend on the purpose for which data is stored.

We process and store your personal data only for the period of time required to achieve the respective purpose of storage or as provided for by the various retention periods stipulated by law.Feedback collected from our "Voluntary Feedback Services" is stored for up to two years before deletion. This approach helps us maintain system performance while respecting users' privacy.

After the end of a storage purpose or after the expiration of the retention period provided by law, personal data will be routinely blocked or deleted for further processing in accordance with the statutory provisions.

D) Docuware for Outlook Add-in (Version 4.0. – June 2025)

In addition to the previously mentioned data, the following data will be collected:

Data related to the user’s preferences while storing emails and attachments with the application. More specifically, data related to the following settings:

• Automated processing setting preference – introduced in version 4.0

• Document separation setting preference – introduced in version 4.0

• Email content setting preference – introduced in version 1.0

• Document tray setting preference – introduced in version 1.0

• File cabinet setting preference – introduced in version 1.0

Voluntary feedback services and surveys:

• User’s display name: Only tracked when users register for feedback follow-up communication.

• User’s email address: Only tracked when users register for feedback follow-up communication.

5. Processing of data in a third country

If DocuWare itself sends data to recipients in a country outside the European Economic Area (EEA), we have taken all necessary data protection precautions.

Please contact our data protection officer (section 7) if you would like more information about this.

For the processing of your data in countries outside the EEA by the appstore operators, please refer to their data protection statements.

6. Your data subject rights

In addition to the right to revoke the consent you have given to us, you have the following additional rights if the respective legal requirements are met:

• Right to information about your personal data stored by us in accordance with Article 15 GDPR,
• Right to correct incorrect data or to complete incomplete data in accordance with Article 16 GDPR,
• Right to have your data that is stored by us deleted in accordance with Article 17 GDPR,
• Right to restrict the processing of your data pursuant to Article 18 GDPR,
• Right to data portability pursuant to Article 20 GDPR,
• Right of objection according to Article 21 GDPR.

7. Contact Person

If you have any questions about our presences on social networks or about exercising your rights in the processing of your data (data protection rights), please contact our data protection officer: dataprotection@docuware.com