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With this privacy notice, we would like to inform all visitors to our website transparently about the type, scope and purpose of the personal data we collect, use and process, and inform them about the rights to which they are entitled.
It is generally possible to use our website without providing personal data. However, if you make use of our company's services via our website, it may be necessary to process your personal data.
The data collected automatically when you visit our website or the personal data you enter when using our services are processed in accordance with the current statutory provisions on the protection of personal data.
As the company responsible for processing, we have defined technical and organisational measures to ensure the highest possible level of protection for your personal data.
However, we would like to point out that data transmission via the World Wide Web may be subject to security vulnerabilities.
If you would like to make use of our company's services and do not wish to transmit your data via the World Wide Web, you also have the option of contacting us by telephone.
The controller within the meaning of the General Data Protection Regulation is
Company: DocuWare GmbH
Street: Planegger Straße 1
Postcode/location: 82110 Germering
Phone: +49 89 894433-0
E-mail: docuware@docuware.com
The following person has been appointed as data protection officer:
E-Mail: docuware.dsb@itfuture.de
When processing personal data for which we obtain the consent of the data subject, Art. 6 (1) (1) (a) of the General Data Protection Regulation (GDPR) serves as the legal basis. If you have given your consent for the processing of your data, you can withdraw this consent at any time. The lawfulness of the processing of your data up to the point of your withdrawal remains unaffected.
When processing personal data that is necessary for the performance of a contract to which the data subject is a party, Art. 6 (1) (1) (b) GDPR serves as the legal basis. This provision also includes processing operations that are necessary to take steps at the request of the data subject prior to entering into a contract.
Insofar as the processing of personal data is necessary for compliance with a legal obligation to which our company is subject, Art. 6 (1) (1) (c) GDPR serves as the legal basis.
If the processing is necessary for the purposes of the legitimate interests pursued by our company or by a third party, and the interests, fundamental rights and freedoms of the data subject are not overridden by such interests, Art. 6 (1) (1) (f) GDPR serves as the legal basis for the processing. The legitimate interest of our company lies in the performance of our business activities and in analysing, optimising and maintaining the security of our online offering. Insofar as we base the processing of your personal data on the balancing of interests, you can object to the processing.
We only process and store your personal data for the period of time required to fulfil the respective retention purpose. The periods of time required for this are carefully weighed up and we scrutinise the necessity of data processing:
We do not sell or lend your data. Data will only be transferred to third parties beyond the scope described in this privacy notice if this is necessary for the processing of the respective requested service. We pass on your personal data to the following recipients in particular:
We hereby point out that the provision of personal data is required by law in certain cases (e.g. tax regulations) or may result from contractual regulations (e.g. information on the contractual partner). For example, in order to conclude a contract, it may be necessary for the data subject/contractual partner to provide their personal data so that we can process their request (e.g. order) in the first place. An obligation to provide personal data arises above all when concluding a contract. If no personal data is provided in this case, the contract with the data subject cannot be concluded.
Before personal data is provided by the data subject, the data subject can contact our data protection officer or the controller. The data protection officer or the controller will then inform the data subject whether the provision of the required personal data is required by law or contract or is necessary for the conclusion of the contract and whether the data subject's concerns give rise to an obligation to provide the personal data or what consequences the failure to provide the requested data will have for the data subject.
We mainly process personal data that we receive directly from you.
If, in exceptional cases, we process personal data that we have not received directly from you, this relates to such data that we legitimately obtain from publicly accessible sources (e.g. Internet, press, commercial and association registers) or that are legitimately made available to us by third parties.
In general, your personal data is processed in Germany and in other European countries. If, in exceptional cases, your personal data is processed in countries outside the European Union or the European Economic Area (so-called third countries), this will only take place, if certain protective measures ensure that an adequate level of data protection is in place. We usually apply the following safeguards to protect your personal data:
If your personal data is processed, you are a data subject within the meaning of the GDPR and you have the following rights vis-à-vis the controller:
Each time you visit our website, server log file information that your browser transmits to us is automatically recorded. These are
We would like to point out that this data cannot be directly assigned to a specific person and is used exclusively for the following purposes:
When you contact us via a form or an input mask on our website, the data you provide, for example your e-mail address and any other data you provide, will be transmitted to us and stored by us.
If and insofar as this is necessary for the initiation, establishment, execution and/or termination of a legal transaction with our company, we will continue to process your personal data. If data processing is necessary for the conclusion of a contract, it may be impossible to conclude, execute and/or terminate a legal transaction with our company if your data is not provided.
There are various input masks on our website for the collection of personal data. You also have the option of contacting us by e-mail. If you contact us by e-mail or via an input mask, the personal data you provide will be stored automatically. Such personal data transmitted to us by you on a voluntary basis will be stored for the purpose of processing your enquiry or contacting the data subject. We cannot answer your enquiry if you do not provide us with your personal data.
The input masks used largely correspond to one of the following:
In order to provide you with the best possible advice, it may be necessary to pass on your data to one of our "Authorised DocuWare Partners". In this case, you will be contacted by a consultant from the partner in question.
On our website, we offer you the opportunity to subscribe to our free newsletter, which we use to inform you about company offers, products and information at regular intervals.
To receive our newsletter, you need a valid e-mail address.
We need the following information from you to send you a personalised newsletter:
We use the so-called double opt-in procedure to subscribe to our newsletter. This means that after you have registered, we will send you an e-mail to the e-mail address you have provided in which we ask you to confirm that you wish to receive the newsletter. You must confirm your registration within 24 hours in order to activate your registration. In addition, we store the IP addresses used and the times of registration and confirmation. The purpose of this procedure is to be able to prove your registration and, if necessary, to clarify any possible misuse of your personal data.
The data mentioned here will be used exclusively for sending the newsletter. We do not sell your personal data to third parties. We may use service providers and their subcontractors, such as Hubspot, to process, send and analyse the newsletter. If we receive your e-mail address in connection with the sale of a product or service and you have not objected to this, we reserve the right to regularly send you offers for similar products to those you have already purchased from our range by e-mail.
In order to personalise communication, we analyse your user behaviour in every newsletter. The basis for personalisation is, for example, your interaction with the newsletter or your voluntarily provided master data.
You have the option of cancelling the newsletter at any time and withdraw your consent to the use of your data for sending the newsletter. You will find a corresponding link in every newsletter.
If you unsubscribe from our newsletter or withdraw your consent, you will be immediately removed from our newsletter mailing list and your personal data will be deleted. However, we may store your e-mail address and proof of your consent for the duration of the statutory limitation period, i.e. three years, in the interest of and for the purpose of proving your consent and in defence against possible claims.
We offer you a blog on our website and the opportunity to leave individual comments on individual posts. A blog is a portal on a website, usually open to the public, in which one or more people, called bloggers, can post articles or write down thoughts in so-called blog posts. The blog posts can usually be commented on by you.
If you leave a comment on our blog, information about the time the comment was entered and the username (pseudonym) chosen by the data subject, in addition to the comments left by the data subject, will be stored and published. Furthermore, your IP address is also logged. The IP address is stored for security reasons and in the event that a comment violates the rights of third parties or illegal content is posted. The storage of this personal data is therefore in our own interest so that we can provide evidence in the event of an infringement. The personal data collected will not be passed on to third parties unless such a transfer is required by law or serves the purpose of legal defence.
The comments posted on our blog can be subscribed to by third parties. If you choose the option to subscribe to comments, we will send an automatic confirmation e-mail to check whether the owner of the e-mail address provided has actually opted for this option (double opt-in). The option to subscribe to comments can be cancelled at any time.
Registration and login on our website (customer and partner area)
We offer you the opportunity to register on our website by providing your personal data.
The personal data you enter is collected and stored exclusively for internal and our own purposes. We may pass on your personal data to one or more processors, such as shipping companies, if they are involved in the fulfilment of the service you have requested.
The registration of the data subject with voluntary provision of personal data serves to offer you content or services that can only be offered to registered users. You can correct/add the personal data provided during registration at any time.
When a purchase is made or a chargeable service option is selected, payment data must be processed. We work together with an independent payment service provider for this purpose. We only receive a data record from the service provider, including a reference number, which may be required for further exchange with the service provider. We store the data internally in order to verify the payment. Some of the data is masked and we process data in connection with payment and purchase data, among other things:
DocuWare conducts voluntary surveys among partners, customers and other persons. The responses to the surveys conducted are processed and analysed in reports. The results of these surveys can be analysed for statistical purposes and help us to gather valuable feedback so that we can improve and optimise your experience in the future.
Surveys can be placed at any time and in any place to obtain detailed answers that can be used to optimise the company's website.
We may use service providers and their subcontractors in this context, such as SurveyMonkey or Qualaroo (formerly KISSinsights).
We ask all visitors to our head office to register at the reception desk using the tablet available there. We store your name and e-mail address to ensure authorised access to our premises and to be able to trace who is in the building in the event of an emergency. If you require a parking space in the underground car park, we will also save your telephone number. All data is automatically deleted after one year.
On our website and in the product, we offer you the opportunity to register for the product tester programme by providing your personal data.
To register, we need the following information from you:
The personal data you enter will be collected and stored exclusively for the purposes of the product tester programme. This personal data will not be passed on to third parties.
You can cancel your registration at any time by informing us by e-mail (user-feedback@docuware.com). In this case, your data will be deleted immediately.
We may use service providers and their subcontractors in this context, such as Rally.
In order to participate in our webinars, you must register and provide your first and last name, your e-mail address, your company and, on a voluntary basis, your telephone number. It is not possible to register without providing mandatory information. In France, we also ask for your postcode and, on a voluntary basis, whether you have already been in contact with an authorised DocuWare partner and whether a project is already planned.
Your data will be processed in order to organise and conduct the respective webinar. In this context, we may use service providers and their subcontractors, such as Microsoft Teams and GoToMeeting/Webinar.
DocuWare uses cookies, scripts, tracking URLs, pixels and similar technologies (hereinafter referred to as "cookies") in several places to provide, protect and improve our services.
Detailed information and which cookies are used can be found in our cookie policy .
Our website uses technology that can count how often a page has been accessed, or can show where visitors to our website or app click. For example, the following data may be processed for this purpose:
For example, the technology can analyse the page and create a heat map that can be used to improve the website or app and make it more customer-friendly. In this context, we may use service providers and their subcontractors, such as Matomo.
DocuWare uses analytics services (e.g. Matomo) to analyse the behaviour of website visitors and identify potential problems (e.g. pages not found, search engine indexing issues, which content is most popular, etc.). Based on data (e.g. number of visitors reaching a page not found), reports are generated by the analytics service so that DocuWare can take appropriate action (e.g. change the layout of the pages, publish new content, etc.).
In connection with our marketing activities, we use web analysis services in order to be able to address customers better and, if necessary, in a personalised manner, to better understand how customers use our services or to be able to adapt our offers better and, if necessary, in a personalised manner to our customers.
For example, the following data can be processed for this purpose:
With these web analysis services, we can, for example, analyse the use of our website and compile reports. In some cases, we are able to track how individual users interact with our content across multiple devices.
We offer a Support Chatbot on our website that you can use to search publicly available knowledge resources (e.g., our Knowledge Center or our Knowledge Base) to answer your questions. Neither registration nor login to our website is required for this pure knowledge retrieval; as long as you do not provide any corresponding information, no information is processed that could reveal your identity.
Verified visitors can use the Chatbot to create support requests (tickets). In order to check the authorization in our internal support CRM system, a visitor must have registered and logged in on our website (see "Registration and login on our website (customer or partner area)”). We use the information provided via the Chatbot to provide general customer support and to answer your support requests (see also "Forms and input masks"). All support requests entered via the Chatbot are processed manually by our support staff. We store the personal data you provide voluntarily in order to process your request. Without this data, we may not be able to answer your request.
Information that you provide via the Chatbot's feedback function (e.g., star ratings and comments) as well as transcripts, i.e. your input ("Input") and the responses generated by the Chatbot ("Output"), can be used in individual cases to improve the Chatbot quality (e.g., to evaluate solved vs. unsolved user queries). Neither feedback nor transcripts are processed on a visitor-specific basis. The Chatbot is configured in such a way that neither Input nor Output is automatically used to train the Chatbot. Instead, only authorized persons (selected employees) have access to this data for a limited period of time. To improve the quality of the Chatbot, we also analyse the frequency of use and technical key figures on a random basis (see also „Reach analysis“ and „Web analysis services“).
In summary, the following data may be processed when using the Chatbot:
The data is processed by us as the operator and provider of the Chatbot and stored on the secure servers of our service provider (Microsoft Azure). Apart from the operation of the hosting infrastructure, no data is passed on to third parties. In particular, the provider of the underlying language model (Large Language Model) has no access to the data that is collected or processed via the Chatbot.
You can find more information about our Chatbot at on our website.
We embed external content on our website that is stored on other platforms, for example on http://www.YouTube.com, and can be played from our website. By accessing the external content, the platform on whose site the content is stored may receive information about you, for example your visit to the corresponding subpage of our website. This occurs regardless of whether you have a user account with such a platform and are logged in, or whether no user account exists. If you are logged into your user account, your data will be assigned directly to your account. If you do not wish your data to be associated with your user account, you must log out of your user account.
The platforms may store your information as user profiles and use it for the purposes of advertising, market research and/or customising their website. Such an evaluation is carried out in particular (even for users who are not logged in) to provide customised advertising and to inform other users of the platform about activities on our website. You have the right to object to the creation of these user profiles, whereby you must contact the respective platform to exercise this right.
