Privacy Policy

  1. General information

Scope

The privacy policy of ONIQ GmbH (hereinafter referred to as “privacy policy” and “ONIQ”, respectively) describes how information about you as a natural person (“personal data”) is collected, processed and disclosed, as well as the rights you have in relation to the processing of your personal data.

Provided that we are acting as the controller of the personal data, this privacy policy applies when you:

  • visit any of our websites or social media pages,
  • access or use our cloud applications,
  • register for and/or participate in events hosted or managed by ONIQ,
  • contact our support team,
  • fill out a contact form on our website,
  • receive a newsletter from us,
  • book a demo for our cloud applications via our website,
  • establish a business relationship with ONIQ, or
  • otherwise interact or communicate with us.

Collectively, these activities are referred to as “services.” Choosing not to provide your personal data or asking us to delete it may result in your inability to access or use our services.

Who is responsible for data processing?

The data controller of your personal data is:

ONIQ GmbH

Tunisstrasse 19-23

50667 Cologne

Germany

Inquiries or requests regarding data protection can be sent to the following mail address: dataprivacy@oniq.com

The data controller is the natural or legal person who alone or jointly with others determines the purposes and means of the processing of personal data (e.g. names, e-mail addresses).

How long do we store your data?

Unless a more specific storage period has been specified within this privacy policy, your personal data will remain with us until the purpose for data processing no longer applies. If you assert a legitimate request for deletion or revoke your consent to data processing, your data will be deleted unless we have other legally permissible reasons for storing your personal data (e.g. retention periods under tax or commercial law) or we need your personal data to assert or defend legal claims. In these cases, we will store your personal data until the relevant retention period expires or until the claims are resolved.

Any user account and associated data in applications where we are the data controller will be deleted at your request.

Deletion may be waived in cases permitted by law, insofar as the data is anonymous or pseudonymized and deletion would make processing for scientific research purposes or for statistical purposes impossible or seriously impair such purposes.

SSL or TLS encryption

For security reasons and to protect the transmission of confidential content, such as requests that you send to us as the website operator, our websites use SSL or TLS encryption. You can recognize an encrypted connection by the fact that the start of the ULR changes from “http://” to “https://” and by the lock symbol in your browser line. If SSL or TLS encryption is activated, the data you transmit to us cannot be read by third parties.

Objection to advertising e-mails

We hereby object to the use of contact data published within the framework of the imprint obligation to send advertising and information material that has not been expressly requested. The operators of the pages expressly reserve the right to take legal action in the event of the unsolicited sending of advertising information, such as spam e-mails.

  1. Categories of data

The categories of data that ONIQ processes depend on the nature of the interaction between you and ONIQ. Depending on this, one or more categories of data may be involved.

Company and contact data

Contact information may be processed for the implementation or use of selected services. This includes first name, last name, e-mail address, address, telephone number and similar contact information. The contact information may be supplemented by company data such as position designation and company name.

Communication data

Communication data refers to data resulting from your interaction with ONIQ. This can occur, for example, in the form of e-mails, support chat messages, demo bookings and contact requests.

Application-related usage data

Like most hosted service providers, we automatically collect and analyze information about how and whether certain features of our services are used, such as details about which of our applications are used, user interactions with the services (including searches and other actions performed by users), the pages and files accessed, system configuration information, the type(s) of analytics performed and queries submitted, server log file data, as well as date and time stamps related to the use of the services.

Device and browser data

The provider of the pages automatically collects and stores information in so-called server log files, which your browser automatically transmits to us. These are:

  • browser type and version,
  • operating system used,
  • referrer URL,
  • host name of the accessing computer,
  • time of the server request,
  • type of server request, and
  • IP address.

This data is not merged with other data sources. The collection of this data is based on Art. 6 para. 1 lit. f DSGVO. The operator has a legitimate interest in the technically error-free presentation and optimization of its website or application – for this purpose, the server log files must be collected.

  1. How do we collect your data?

In some cases, your data is collected by you providing it to us. This can be, for example, data that you enter in a contact or registration form. Other data is collected automatically or after your consent when you visit the website or use our services through our IT systems. This is mainly technical data (e.g. internet browser, operating system or time of page view). This data is collected automatically as soon as you enter this website or use one of our services. We may also receive personal data from your employer with the provision of the services (e.g. email addresses) or from third-party providers, social networks or partners. Cookies, web beacons or similar technologies may be used to enable data collection.

  1. What do we use your data for?

We use the collected personal data as described in this Privacy Policy, as specified in agreements that include this Privacy Policy or as disclosed to you in connection with the Services. We do not perform any statistical analysis of the behavior of data subjects (profiling); in particular, no automated decision-making takes place (cf. Art. 22 para. 1 & 4 GDPR and Art. 6 para. 1 lit. b GDPR).

Provision of the requested service

We process your personal data to fulfill our contractual obligations to you, including to:

  • provide and deliver products and services (including updates to these);
  • operate and improve our operations, systems, products and services;   
  • understand your preferences, improve your user experience; and
  • provide service and support, such as sending confirmations, invoices, technical notices, updates, security alerts and administrative notices, as well as providing customer support and troubleshooting.

Inquiries

If you contact us through our affiliated websites, by email or otherwise, we will process your personal data to understand and respond to your inquiry and to provide customer service. In such cases, your inquiry may be forwarded internally to the appropriate department at ONIQ.

Statistics

In order to improve the quality of services, evaluate and improve the customer and user experience, identify future opportunities for service development, and assess capacity needs, we may analyze aggregated, anonymized, or statistical information based on personal data.

Security and compliance

We may analyze your personal data to maintain the security of the services and facilities, to maintain compliance with our terms of service, to protect against, investigate, and prevent fraudulent, unauthorized, or illegal activities, and to prevent and detect attacks on our website or applications or misuse of our services.

  1. Lawfulness of processing

We will only collect and use your personal data if at least one of the following applies:

  • you have given your consent to the processing of your personal data. (Art. 6 para. 1 lit. a GDPR),
  • we need to process your personal data to fulfill our obligations under the contract with you and to provide you with tools and services. (Art. 6 para. 1 lit. b GDPR),
  • it is necessary for us to process your personal data in order to comply with a legal obligation. (Art. 6 para. 1 lit. c GDPR),
  • we have a legitimate interest in processing your personal data. (Art. 6 para. 1 lit. f GDPR).
  1. What rights do you have regarding your data?

You have the right at any time to receive information free of charge about the origin, recipient and purpose of your stored personal data (Art. 15 GDPR). You also have a right to request the correction (Art. 16 GDPR) or deletion (Art. 17 GDPR) of this data. If you have given your consent to data processing, you may revoke this consent at any time for the future (Art. 7 para. 3 GDPR). You also have the right to request the restriction of the processing of your personal data under certain circumstances (Art. 18 GDPR). Furthermore, you have the right to lodge a complaint with the competent supervisory authority (Art. 77 GDPR) and the right to data portability (Art. 20 GDPR). You can contact our data protection team at dataprivacy@oniq.com at any time with regard to this and other questions on the subject of data protection.

Revocation of your consent to data processing

Many data processing operations are only possible with your express consent. You can revoke the consent you have already given at any time. The legitimacy of the data processing carried out until the revocation remains unaffected by the revocation.

Right to object to data collection in special cases and to direct marketing (Art. 21 GDPR)

If the data processing is carried out on the basis of Art. 6 para. 1 lit. e or f GDPR, you have the right to object to the processing of your personal data at any time for reasons arising from your particular situation; 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 unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing serves the purpose of asserting, exercising or defending legal claims (objection under Art. 21 para. 1 GDPR).

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

In each newsletter or marketing e-mail, we offer you the opportunity to unsubscribe if you no longer wish to receive the newsletter or marketing information from us. You can do this by clicking on the “Unsubscribe” link located at the bottom of each e-mail.

Right of appeal to the responsible supervisory authority

In the event of breaches of the GDPR, data subjects shall have a right of appeal to a supervisory authority, in particular in the member state of their habitual residence, their place of work or the place of the alleged breach. The right of appeal is without prejudice to other administrative or judicial remedies.

Data portability right

You have the right to have data that we process automatically on the basis of your consent or in fulfillment 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 party responsible, this will only be done insofar as it is technically feasible.

Information, deletion and correction

Within the framework of the applicable legal regulations, you have the right at any time to request information free of charge about your stored personal data, its origin and recipients and the purpose of data processing and, if applicable, the right to correct or delete this data. For this purpose, as well as for further questions on the subject of personal data, you can contact us at any time.

Right to restriction of processing

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

  • If you question the accuracy of your personal data stored by us, we usually need time to verify this. For the duration of the review, you have the right to request the restriction of the processing of your personal data.
  • If the processing of your personal data happened/is happening irregularly, you may request the restriction of the data processing instead of the deletion.
  • If we no longer need your personal data, but you need it to exercise, defend or enforce legal claims, you have the right to request restriction of the processing of your personal data instead of deletion.
  • If you have filed an objection pursuant to Art. 21 para. 1 GDPR, a balancing of your and our interests must be carried out. As long as it has not yet 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 assertion, exercise or defense of legal claims or for the protection of the rights of another natural or legal person or for reasons of an important public interest of the European Union or a Member State.

  1. To whom do we disclose your data?

Your personal data may be transferred to affiliates and partners of ONIQ as well as to a limited number of service providers (collectively, “external service providers”) who perform processing operations such as booking appointments, hosting services or providing software tools. These service providers process personal data only on our instructions and have implemented state-of-the-art technical and organizational measures to protect the processed data. All service providers have been carefully selected and are closely monitored.

If personal data is transferred to affiliates, partners, service providers or third parties outside the European Economic Area (EEA) that are not subject to an adequacy decision by the European Commission, we will ensure that the recipient provides an adequate level of data protection by, for example, entering into EU standard contractual clauses (SCCs) and implementing additional safeguards in accordance with legal requirements, otherwise we will ask for your prior individual consent to such international data transfers.

We may disclose your personal information to comply with legal requirements, such as in response to a court order or subpoena. In such a case, we will take all reasonable and legally available steps to object to excessive, unclear or otherwise unreasonable requests for information. ONIQ will cooperate with those seeking a protective order unless we are prohibited by law from doing so. We may also disclose personal information to our accountants, attorneys or other advisors who are subject to professional confidentiality obligations.

External service providers

When you use our services, we use the following external service providers who may use personal information:

RecipientPurpose of data processingLawful basisData locationPersonal data collected by the third partyLink to privacy policy
CalendlyScheduling and managing meetingsExplicit consentUSAInformation provided by users of the function such as contact and company datahttps://calendly.com/privacy
DriftChat botsExplicit consentUSAE-mail address und user namehttps://www.drift.com/privacy-policy/
Google AnalyticsCollection and analysis of company website's trafficLegitimate interestUSAIP address, device and browser information, website activityhttps://policies.google.com/privacy
Google CloudSystem monitoring and application operationContractual obligationEUIP address, company name, website access and user IDshttps://cloud.google.com/terms/cloud-privacy-notice?hl=en
Matomo CloudCollection and analysis of user interactionLegitimate interestGermany, IrelandAnonymized IP address, browser information, website visits and morehttps://matomo.org/matomo-cloud-privacy-policy/
PipedriveCRMLegitimate interestUSAContact and company information, e-mail and other types of communicationhttps://www.pipedrive.com/en/privacy
RaidboxesHosting of the company websiteContractual obligation, legitimate interestEUContact requests, meta and communication data, contact details, names, website accesses and other data generated via the websitehttps://raidboxes.io/legal/privacy/
SendGrid (Twilio)Newsletter, system e-mailsExplicit consent, legitimate interestUSAE-mail address, tracking pixelhttps://twilio.com/legal/privacy
SentrySystem monitoringLegitimate interestUSACompany name, browser informationhttps://sentry.io/privacy/
UserpilotUser helpLegitimate interestUSAAnonymized user ID, company namehttps://userpilot.com/privacy-policy
  1. Cookies

Our webpages use so-called “cookies”. Cookies are small text files and do not cause any damage to your device. They are stored either temporarily for the duration of a session (session cookies) or permanently (permanent cookies) on your device. Session cookies are automatically deleted at the end of your visit. Permanent cookies remain stored on your device until you delete them yourself or until they are automatically deleted by your web browser. In some cases, cookies from third-party companies may also be stored on your terminal device when you enter our site (third-party cookies). These enable us or you to use certain services of the third-party company (e.g. cookies for processing payment services). Cookies have various functions. Many cookies are necessary for technical reasons, as certain website functions would not work without them (e.g. the shopping cart function or the display of videos). Other cookies are used to evaluate user behavior or display advertising. Cookies that are necessary to carry out the electronic communication process (necessary cookies) or to provide certain functions that you have requested (functional cookies, e.g. for the shopping cart function) or to optimize the website (e.g. cookies to measure the web audience) are stored on the basis of Art. 6 para. 1 lit. f GDPR, unless another legal basis is specified. The website operator has a legitimate interest in storing cookies to provide error-free and optimized services. If consent to the storage of cookies has been requested, the storage of the cookies in question is based exclusively on this consent (Art. 6 para. 1 lit. a GDPR); consent can be revoked at any time. You can set your browser so that you are informed about the setting of cookies and only allow cookies in individual cases, exclude the acceptance of cookies for certain cases or in general and activate the automatic deletion of cookies when closing the browser. If cookies are deactivated, the functionality of this website may be limited. Insofar as cookies are used by third-party companies or for analysis purposes, we will inform you separately about this within the framework of this data protection declaration and, if necessary, request your consent.

If you want to prevent the installation of new cookies or delete already stored cookies, please follow the instructions linked here (depending on your particular web browser):

Internet Explorer – Link
Firefox – Link
Chrome – Link
Safari – Link

Use of Google Analytics

If you have given your consent, this website uses Google Analytics, a web analytics service provided by Google LLC, 1600 Amphitheatre Parkway, Mountain View, CA 94043 USA (hereinafter: “Google”). Google Analytics uses “cookies”, which are text files placed on your computer, to help the website analyze how users use the site. The information generated by the cookie about your use of this website is usually transmitted to a Google server in the USA and stored there. However, due to the activation of IP anonymization on these websites, your IP address will be truncated beforehand by Google within member states of the European Union or in other contracting states of the Agreement on the European Economic Area. Only in exceptional cases will the full IP address be transmitted to a Google server in the USA and shortened there. The IP address transmitted by your browser as part of Google Analytics will not be merged with other data from Google.For more information on terms of use and data protection, please refer to https://www.google.com/analytics/terms/de.html and https://policies.google.com/?hl=de. On behalf of the operator of this website, Google will use this information for the purpose of evaluating your use of the website, compiling reports on website activity and providing other services relating to website activity and internet usage to the website operator. The data sent by us and linked to cookies, user IDs (e.g. user ID) or advertising IDs are automatically deleted after 14 months. The deletion of data whose retention period has been reached takes place automatically once a month.

You can change your Google Analytics tracking settings on our website at any time by clicking here:

Edit Cookies

You may also refuse the use of cookies by selecting the appropriate settings on your browser, however please note that if you do this you may not be able to use the full functionality of this website. You can also prevent the collection of data generated by the cookie and related to your use of the website (including your IP address) to Google and the processing of this data by Google by downloading and installing the browser plugin available under the following link: Browser Add On to disable Google Analytics.

  1. Changes to our privacy policy

We reserve the right to adapt this data protection declaration so that it always complies with the current legal requirements or in order to implement changes to our services in the data protection declaration, e.g. when introducing new services. The new privacy policy will then apply to your next visit.