By Use Case
By Industry
By Department
DocuWare would like to inform you in this document about the handling of your data on our social media presences.
1. Person responsible for data processing
Docuware GmbH, Planegger Str. 1, 82110 Germering, Germany, and one of the platform operators listed below are responsible for the collection and processing of your data.
We and the platform operators are considered joint data controllers within the meaning of Art. 26 GDPR for the processing operations mentioned in section 4.
We operate the following social media presences:
Life at DocuWare (@life.at.docuware) | Instagram
(2) DocuWare | Beacon NY | Facebook
(11) DocuWare: Your Company | LinkedIn
Twitter: @DocuWare
Twitter: @DocuWare_en
(5) DocuWare en Español - YouTube
(4) DocuWare Deutschland - YouTube
DocuWare Group: Information and Updates | XING
2. Responsibility of the platform operators
We have little influence on the data processing of the platform operators, but we do everything we can to ensure that the data is used in a manner that complies with data protection laws. This is made difficult by the fact that we often do not know what data the platform operator processes and in what way.
You have already agreed in advance to the terms of use and data protection conditions of the respective platform if you have registered for a particular platform. Therefore, the operators of the platforms are solely responsible for all issues, such as data use of your user account, to which we have no access, as we are users of the platforms ourselves in the broadest sense. Likewise, the operators of the platforms maintain the entire IT infrastructure.
Here you can find the privacy notices of the individual platform operators to learn how they handle your data:
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) Our social media presences
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 our public relations and communication.
We process your data in order to inform you about our products, our company, promotions (incl. possible raffles) or other topics related to DocuWare and to communicate with you. We may share your content on our account or delete data on our account if we deem it necessary.
The platform operator has no influence on the processing of your data by DocuWare in the context of customer communication and employee recruitment.
We make our social media accounts as data protection-compliant as possible within the scope of the options provided by the platform provider.
Recipients/categories of recipients:
Information (pictures, videos, comments or similar) that you leave on our profiles is published on the respective platform; i.e. it is visible to all users of this platform. We may share it, if that is a function of the platform, and communicate with you about it.
We reserve the right to delete illegal content, such as infringing or illegal posts, hate comments, lewd comments (explicitly sexual content) or attachments (e.g. pictures or videos) that may violate copyrights, personal rights, criminal laws or DocuWare's Code of Conduct.
You always have the possibility to send us confidential requests to our address mentioned in section 1 or in the imprint on our website.
Confidential requests made on a platform will be answered by more confidential means, if necessary. You can contact us via the contact data mentioned in section 1, which can also be found in our imprint.
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 you have contacted us.
If you apply for a position advertised by us, we will delete the data in accordance with paragraph 3.6. of our privacy policy on our website. Privacy policy (docuware.com)
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.
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.
Your posts on a platform remain visible indefinitely, unless you yourself or we delete the post for one of the above reasons.
With regard to the deletion of your data by the platform operator, the respective data protection provisions apply. DocuWare has no possibility to influence the deletion.
b) Raffles
Purposes of data processing/legal basis:
From time to time, we host raffles on our website docuware.com, in our newsletters or our social media channels.
Personal data that we process as part of a raffle is used exclusively for its implementation (winner determination, winner notification, sending the prize, etc.).
If you also agree to the processing of your data within the scope of a raffle in order to receive our newsletter and to be informed by us with regard to our products, your data will be manually entered into our customer management system. For the processing, dispatch and analysis of the newsletter, we also use the CRM platform Hubspot. You have the option of unsubscribing to the newsletter at any time and revoking your consent to the use of your data for sending the newsletter. For this purpose, you will find a corresponding link in each newsletter. You can also send us an e-mail to infoline@docuware.com to unsubscribe or revoke consent.
The registration of the data subject by voluntarily providing personal data is used to offer you content or services that can only be offered to registered users. You can correct/supplement the personal data provided during registration at any time.
Recognition by other users of a platform cannot be ruled out if you use your name or have posted photos of yourself in your profile.
Data processing in the context of raffles is based on the legal basis in Article 6(1)(b) GDPR (performance of contract). Or if you have given your consent to the data processing, Article 6(1)(a) GDPR is to be regarded as the legal basis. Of course, this consent can be withdrawn with effect for the future.
Recipients/categories of recipients:
We will only disclose your data to third parties if it is necessary for carrying out the raffles, e.g. for sending a prize or if you have given us consent beyond this, e.g. so that we or our ADPs can contact you again to present our products.
We would like to point out that you can participate in some raffles directly by commenting under a post on a platform or comparable mechanisms. Other users of the platform can then see your participation in the competition and potentially also your prize. Recognition by other users of a platform cannot be ruled out if you use your name or have posted photos of yourself in your profile.
Storage period/ criteria for determining the storage period:
We process and store your personal data only for the period of time required to achieve the respective purpose or as provided for by the various retention periods stipulated by the legislator.
When the reason for storage no longer exists or after the expiration of the retention period provided by law, the personal data will be routinely blocked or deleted for further processing in accordance with the statutory provisions.
With your consent, we record your usage behavior on our website www.docuware.com and in the newsletter. The evaluation of usage behavior includes, in particular, which areas of the respective website and newsletter you look at and which links you click there. In doing so, personalized usage profiles are created by assigning your @person and/or e-mail address in order to improve a possible advertising approach.
You can revoke your consent to receive the newsletter and to the creation of personalized user profiles at any time with effect for the future by unsubscribing from the newsletter. You will find the link to the unsubscribe page at the end of each newsletter. With your unsubscribing, we consider your consent to the creation of your personalized usage profile and the receipt of newsletters based on it as revoked. Your usage data will be deleted by us.
Recipients/categories of recipients:
If subcontractors are used to handle the newsletter mailing, they are contractually obliged to do so in accordance with Article 28 GDPR.
Storage period/ criteria for determining the storage period:
If you revoke your consent to receive the DocuWare newsletter, your e-mail address will be blocked from receiving the newsletter. Your remaining data will be deleted from the corresponding e-mail distribution lists after six months at the latest.
c) Social Listening and Social Media Monitoring
Purposes of data processing/legal basis:
We use social listening and social media monitoring tools in relation to public posts on social media platforms. This is to monitor tags and mentions of DocuWare and our competitors to better understand our community and competition and to identify trends in the document management industry.
This is done by analyzing the posts according to a search request (e.g., for our product name) or certain metrics (e.g., views, number of clicks). This data is collected in aggregated form, i.e. it is collected, for example, that
- a number of people have read a post
- from which kind of device the post was seen,
- percentage breakdown of the post read by country.
This data is not collected at the individual level.
The scope of the data collected is primarily determined by the type and content of the respective post; for example, a post in text form or also an image may be affected. In some cases, we also receive information from the respective platform operators about the reach of contributions.
The legal basis for the processing of personal data in the context of social listening is Art. 6(1)(f) GDPR, because we have a legitimate interest in being able to identify any shortcomings of our products and services in freely viewable comments and to respond appropriately to them.
Recipients/categories of recipients:
If we use external contract processors in the context of social listening or social media monitoring that process personal data at the individual level, they are contractually obligated pursuant to Article 28 GDPR. As part of our cooperation with the social media management tool "Sprout Social", the aggregated data mentioned above is generally also processed on servers in the USA for social media monitoring purposes.
We process and store your personal data only for the period of time required to achieve the respective storage purpose or as provided for by the various retention periods stipulated by law.
After the end of a storage purpose or after the expiration of the retention period provided by law, the personal data will be routinely blocked or deleted for further processing in accordance with the statutory provisions.
4. Joint responsibility according to art. 26 para. 1 DSG-VO
There is joint responsibility for your data pursuant to Art. 26(1) GDPR with the following platform operators.
- Facebook: https://en-gb.facebook.com/legal/terms/page_controller_addendum
- LinkedIn: https://legal.linkedin.com/pages-joint-controller-addendum
The platform operators use web tracking tools for which they and we are considered joint controllers. These tools may track what you do on the platform regardless of whether you have logged in or registered with the platform. DocuWare has no control over the use of these tools.
The legal basis for the use of the tracking tools is your consent pursuant to Article 6(1)(a) GDPR.
Please refer to the privacy statements of the platform operators for all further information on the tracking tools, such as recipients of the data, storage duration, etc., as well as the options for exercising your rights under Article 12 ff of the GDPR.
We limit the statistics offered to us by the platform operators to those that we cannot refuse. We have no influence on the content and cannot prevent the creation of the statistics.
In addition, it should be noted that the platform operators use your profile and behavioral data to evaluate your preferences, habits or relationships. Details on this can also be found in the operators' terms and conditions. As DocuWare, we have no influence on this.
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 platform operators, please refer to the above-mentioned data protection statements.
6. Your data subject rightsSe
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:
