Privacy policy

1. Name and address of the data controller

The responsible persons according to the General Data Protection Regulation and other national data protection laws of the member states as well as other data protection regulations are:

For Beta Systems Software AG:
Beta Systems Software AG
Alt Moabit 90d
10559 Berlin, Germany
Phone: +49 30 726118-0
E-mail: info@betasystems.com
Website: www.betasystems.com

For Beta Systems DCI Software AG:
Beta Systems DCI Software AG
Alt Moabit 90d
10559 Berlin, Germany
Phone: +49 30 726118-0
E-mail: info@betasystems.com

For Beta Systems IAM Software AG:
Beta Systems IAM Software AG
Alt Moabit 90d
10559 Berlin
Tel.: +49 30 726118-0
E-Mail: info@betasystems.com

2. Name and address of the data protection officer

Data protection officer of the data controller:

Gerhard Smischek

Phone: +49 (170) 234 7311
E-mail: datenschutz@betasystems.com

3. Description and scope of data processing

a) Automated data collection
Each time you visit our website, our system automatically collects data and information from the computer system of the computer that called up our site. This information is temporarily stored in a so-called log file. The following information is collected and stored automatically as part of this process:

• Information about the browser type and version used
• The operating system of the user
• The IP address of the user
• Date and time of access

The log files are automatically deleted after four weeks. The aforementioned data is processed by us in order to ensure trouble-free connection to the website and a smooth user experience. In addition, processing of the collected data allows us to evaluate the system stability and security.

The legal basis for temporary data storage is provided in Art. 6 Sec. 1 lit. f GDPR. Our legitimate interest derives from the aforementioned data collection purposes. We do not use the collected data for the purpose of drawing conclusions about your person.

Our website uses cookies as well as analytics services, which are explained in sections 4 and 5.

b) Contact form and e-mail contact
A contact form is available on our website, which can be used to contact us by electronic means. When a user draws on this option, the data entered in the input screen will be transferred to us and stored. This data includes:

• The user’s first and last name as well as the form of address
• Company of the user
• E-mail of the user
• Telephone number of the user (optional)

At the time of sending the message, the following data is also automatically transmitted and stored:

• The IP address of the user
• Date and time of sending

Your consent to the processing of this data will be obtained during sending with reference to this privacy statement.

Alternatively, you can use the listed e-mail addresses to contact us. In this case, the user’s personal data communicated in the e-mail will be stored.

The processing of personal data collected in the contact form serves to process the correspondence with you. In the case of contact by e-mail, too, processing of the correspondence constitutes our required legitimate interest.

Other personal data collected automatically during sending are used to ensure the security of our information technology systems and to prevent misuse.

The data will be processed for the purpose of contacting us in accordance with Art. 6 Sec. 1 S. 1 lit. a GDPR on the basis of your voluntary consent. The legal basis for processing data transmitted as part of sending an e-mail is provided in Art. 6 Sec. 1 lit. f GDPR.

The data will be deleted as soon as it is no longer required to achieve the purpose for which it was collected. As regards personal data from the input screen of the contact form and those sent via e-mail, this is the case when the respective conversation with the user has been concluded. The conversation is considered concluded when the circumstances indicate that the matter in question has been clarified conclusively.

The personal data collected automatically during sending will be deleted after a period of four weeks at the latest.

c) Using our online support
Our online support (customer helpdesk, requirements, documentation, support newsletter, PTF download, working groups) is only available to licensed customers and requires a one-time registration on our website. The following data is collected as part of the registration process:

• The user’s first and last name as well as the form of address
• Customer number of the user
• Company of the user
• Corporate position of the user
• E-mail of the user
• Telephone number of the user (optional)
• Country of origin of the company (optional)

At the time of registration, the following data is also automatically transferred and stored:

• The IP address of the user
• Date and time of registration

User registration is necessary for the provision of certain content and services on our website or for the registration for events or user groups. The data will be processed within the scope of online support in accordance with Art. 6 Sec. 1 S. 1 lit. a GDPR on the basis of your voluntary consent. If the registration serves the fulfillment of a contract of which the user is a contractual partner, Art. 6 Sec. 1 lit. b GDPR serves as an additional basis for data processing.

The data will be deleted as soon as it is no longer required to achieve the purpose for which it was collected. As regards data collected during the registration process, this is the case if the registration on our website is canceled or modified. As regards data collected during the registration process for the fulfillment of a contract, this is the case when the data is no longer required to perform the contract. Even after fulfillment of the contract, it may be necessary to store personal data of the contractual partner in order to comply with contractual or legal obligations.

The personal data collected automatically during sending will be deleted after a period of four weeks at the latest.

d) Registration for our newsletter
Our website provides you with the option of subscribing to our free newsletter. Only the e-mail address is required to subscribe to the newsletter.

In addition, the following data is collected during registration:

• The IP address of the user
• Date and time of registration

The legal basis for processing data after your subscribing to the newsletter is the voluntary consent of the user pursuant to Art. 6 Sec. 1 lit. a GDPR.

The data will be deleted as soon as it is no longer required to achieve the purpose for which it was collected. Accordingly, the user’s e-mail address will be deleted as soon as the user cancels their subscription. You may unsubscribe at any time by clicking a link at the bottom of each newsletter or by sending an e-mail with your unsubscribe request to unsubscribe(at)betasystems.com at any time.

The additional data collected automatically during registration will be deleted after a period of four weeks at the latest.

4. Data privacy during applications and the application process

The controller collects and processes the personal data of applicants for the purpose of handling the application procedure. Processing may also be carried out electronically. This is the case, for example, if the applicant sends his or her application by e-mail.

Applicants also have the option of applying via the applicant portal. In this case, we use the “softgarden” online application tool from softgarden e-recruiting GmbH, Tauentzienstr. 14, 10789 Berlin, Germany. Applicants who use the online application tool will be redirected from our website to the softgarden website. softgarden e-recruiting GmbH processes the application data on our behalf. Click the following link to get further information on how your data entered via the applicant portal is collected, processed and stored https://betasystems.softgarden.io/de/data-security.

The data will be used exclusively for the current application process.

By registering or applying with us, you give us your consent to collect, process and store the personal data you provide and to transmit it to the departments of the relevant Beta Systems Group companies responsible for handling the application. Furthermore, you agree that we may contact you as part of the application process using the communication details provided.

If an employment contract is concluded, the transmitted data will be stored for the purpose of processing the employment relationship in compliance with statutory provisions.

If the data controller does not conclude an employment contract with the applicant, the data will be stored for two months after completion of the application process and deleted after the expiration of these two months, provided that no other legitimate interests as set out in Art. 6 Sec. 1 lit. f GDPR conflict with the deletion. Other legitimate interests according to this provision include, for example, the duty to provide evidence in proceedings under the General Act on Equal Treatment (AGG).

The basis for data processing is provided in Art. 6 Sec. 1 lit. a and b. GDPR.

5. Use of cookies

Our website uses cookies. Cookies are text files that are stored in the Internet browser or on the user’s computer system by the Internet browser. When a user accesses a website, a cookie may be stored on the user’s system. This cookie contains a characteristic string that allows the browser to be uniquely identified when the user visits the website again.

On our website we use cookies that allow us to analyze the users’ surfing behavior.

In this way, the following data may be transmitted:

• Entered search terms
• Frequency of page views
• Use of website functions

The user data collected in this way is pseudonymized by technical means. Therefore, it is not possible to match the data with the calling user. The data is not stored together with other personal user data.

When accessing our website, an info banner informs users about the use of cookies and refers to this privacy policy. Information on browser settings that prevent cookies from being stored is provided at the end of this section.

The legal basis for processing personal data using cookies is provided in Art. 6 Sec. 1 lit. f GDPR.

The analysis cookies are used for the purpose of improving the quality of our website and its content. Analysis cookies help us learn how the website is being used, and these insights allow us to constantly optimize our site. These purposes also represent our legitimate interest in the processing of personal data pursuant to Art. 6 Sec. 1 lit. f GDPR.

Cookies are stored on the user’s computer and transmitted from it to our site. Therefore, as a user, you also have full control over the use of cookies. By changing the settings in your Internet browser, you can disable or restrict the transfer of cookies. Cookies that have already been saved can be deleted at any time. This process can also be automated. If you disable cookies for our website, you may no longer be able to use all functions of the website to their full extent.

6. Use of tracking tools

a) Matomo
We use Matomo (formerly Piwik) for web analysis purposes. Matomo is a service of InnoCraft Ltd., 150 Willis St, 6011 Wellington, New Zealand, NZBN 6106769, (“Matomo”) based on cookie technology. We care about protecting your data. For this reason, we additionally configured Matomo such that your IP address will only be captured in abbreviated format. This means that any processing of your personal usage data takes place in an anonymous manner. We cannot match any data to you as a person. Further information on the Matomo terms of use as well as any provisions regarding data privacy are available at: https://matomo.org/privacy/

b) WiredMinds
Our website uses the counting pixel technology of WiredMinds GmbH (www.wiredminds.de) to analyze visitor behavior. The IP address of visitors is processed in this tool. The sole purpose for processing is to collect information relating to the company, such as the company name. IP addresses of natural persons are excluded from further use (whitelist procedure). In no case will the IP address be stored in LeadLab. When processing data, we take great care to observe the data privacy rights of natural persons. The legal basis for this processing is provided in Art. 1 Sec. 1 lit. f GDPR. The data collected by us cannot be matched to an identifiable person at any time.

WiredMinds GmbH uses this information to create anonymous usage profiles that describe the behavior of visitors to our website. The data obtained in this way will not be used to personally identify the visitor to our website.

You can object to data collection, processing and storage at any time with effect for the future under the following link:

Exclude from tracking:

A cookie that is required for technical reasons will be set to permanently exclude you from tracking by WiredMinds LeadLab on this website.

c) Legal basis for data processing
The use of the aforementioned tracking tools is based on the legal provisions of Art. 6 Sec. 1 lit. f GDPR (legitimate interest). Our interest pursuant to Art. 6 Sec. 1 lit. f GDPR (legitimate interest) is the continuous optimization of our online offer and our website.

7. Use of Google tools

a) Google Tag Manager
We use the Google Tag Manager. The provider is Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland. Google Tag Manager is a tool that allows us to embed tracking or statistical tools and other technologies on our website. The Google Tag Manager itself does not create user profiles, does not store cookies and does not perform any independent analyses. It only serves to manage and play out the tools integrated via it. However, the Google Tag Manager records your IP address, which may also be transferred to Google’s parent company in the United States.

The use of the Google Tag Manager is based on Art. 6 (1) lit. f DSGVO. The website operator has a legitimate interest in a quick and uncomplicated integration and management of various tools on his website. If a corresponding consent has been requested, the processing is carried out exclusively on the basis of Art. 6 para. 1 lit. a DSGVO and § 25 para. 1 TTDSG, insofar as the consent includes the storage of cookies or access to information in the user’s terminal device (e.g. device fingerprinting) as defined by the TTDSG. The consent can be revoked at any time.

b) Google Ads
Google Ads are used on this website. Google Ads is an online advertising program of Google Ireland Limited (“Google”), Gordon House, Barrow Street, Dublin 4, Ireland.

Google Ads enables us to play advertisements in the Google search engine or on third-party websites when the user enters certain search terms on Google (keyword targeting). Furthermore, targeted advertisements can be played on the basis of user data available at Google (e.g. location data and interests) (target group targeting). As the website operator, we can evaluate this data quantitatively by analyzing, for example, which search terms have led to the display of our advertisements and how many ads have resulted in corresponding clicks.

The use of this service is based on your consent in accordance with Art. 6 Para. 1 lit. a DSGVO and § 25 Para. 1 TTDSG. The consent can be revoked at any time.

Data transfer to the USA is based on the standard contractual clauses of the EU Commission. Details can be found here: https://policies.google.com/privacy/frameworks and https://privacy.google.com/businesses/controllerterms/mccs/.

c) Google Conversion Tracking
This website uses Google Conversion Tracking. The provider is Google Ireland Limited (“Google”), Gordon House, Barrow Street, Dublin 4, Ireland.

With the help of Google Conversion Tracking, Google and we can recognize whether the user has performed certain actions. For example, we can evaluate which buttons on our website were clicked how often and which products were viewed or purchased particularly frequently. This information is used to create conversion statistics. We learn the total number of users who clicked on our ads and what actions they took. We do not receive any information with which we can personally identify the user. Google itself uses cookies or comparable recognition technologies for identification.

The use of this service is based on your consent in accordance with Art. 6 para. 1 lit. a DSGVO and § 25 para. 1 TTDSG. The consent can be revoked at any time.

You can find more information about Google conversion tracking in Google’s privacy policy: https://policies.google.com/privacy?hl=en.

7. Integration of YouTube videos

We have integrated YouTube videos into our online offer, which are stored on https://www.YouTube.com and can be played from our website.
So that you retain control over your data, we use the data protection-friendly so-called two-click solution for the integration. All videos are initially deactivated by default and are only activated and loaded from the platform after you click on the button. After activating the link, your personal data about the usage is automatically processed by the platform as if you were visiting the platform directly. The Platform is solely responsible for this processing.
By visiting the website, YouTube receives the information that you have accessed the corresponding subpage of our website. This occurs regardless of whether YouTube provides a user account through which you are logged in or whether no user account exists. If you are logged in to Google, your data will be directly assigned to your account. If you do not want the assignment with your profile at YouTube, you must log out before activating the button. YouTube stores your data as usage profiles and uses them for the purposes of advertising, market research and/or demand-oriented design of its website. Such an evaluation is carried out in particular (even for users who are not logged in) to provide needs-based advertising and to inform other users of the social network about your activities on our website. You have the right to object to the creation of these user profiles, whereby you must contact YouTube to exercise this right.

For more information on the purpose and scope of data collection and its processing by YouTube, please refer to Google’s privacy policy. There you will also find further information on your rights and setting options to protect your privacy: https://www.google.de/intl/de/policies/privacy. Information on the third country transfer that takes place can be found under the item “Third country transfer”.

8. Marketing Automation Tool Mautic

We use the open source marketing tool Mautic on our website. Mautic is operated by us exclusively on servers in Germany. We only use the data internally and do not share it with third parties.
We use Mautic for e-mail marketing and campaigns. In so-called e-mail marketing, personalized e-mails are sent to you. These are based in part on your usage behavior on the website, when reading our e-mails and when interacting with the links contained therein. Furthermore, we also send e-mails as part of campaigns.
For the allocation of individual activities to anonymous profiles or – with prior consent – to the profiles of individual users, the software uses various technical procedures:

Tracking pixel
In order to recognize whether, for example, an e-mail has been opened, Mautic uses so-called tracking pixels. These are used to load a small graphic from the provider’s server, which has previously been assigned to an individual user profile.
Personalized web links
In order to recognize whether, for example, a user calls up a link from an e-mail, Mautic adds a unique identifier to these links, which has previously been assigned to an individual user profile.

IP address
The IP address currently used by website visitors is transmitted to us each time they visit our website. Mautic uses this to recognize users of the website.

The data collected in this process are:
– the activity on our website
– the number of page views and length of stay of the website visitor
– the click path of the respective visitor
– downloads of files provided through the website
– visits to landing pages
– Openings of e-mails from newsletters and campaigns
In the context of a registration or login on the website, the provider collects through the use of Mautic:
– Contact information (such as name, postal or email address, phone number).
– Business contact data (such as your job title, the name of a business, business e-mail address, telephone or fax number).
– The IP address of the terminal device from which the use of the website takes place.
The released data are clearly recognizable for the user by filling out a form. In doing so, it is marked which data is necessary to submit the form.
Mautic is only used if you have expressly given your consent to the use of so-called “first-party cookies” as part of the initial use of our website. You can revoke this consent at any time to the contact person named by us above. In this case, all tracking data collected by means of Mautic will be deleted immediately.

9. Calenso

This website uses Calenso. Provider is Braincept AG, Neuenkirchstrasse 19, 6203 Sempach-Station, Switzerland, Europe. We use Calenso to make appointments and group appointments bookable online.
When booking appointments, we ask for name, email address and in some cases phone number. If you prefer not to make appointments with us via Calenso, you can alternatively contact us by email or phone. The data you enter via Calenso will remain with us until the purpose for storing the data no longer applies, you request us to delete it, or you revoke your consent to store it. Mandatory legal provisions – in particular retention periods – remain unaffected.
The use of this service is based on your consent according to Art. 6 para. 1 lit. a DSGVO and § 25 para. 1 TTDSG and for the implementation of pre-contractual or contractual measures according to Art. 6 para. b DSGVO. The consent can be revoked at any time.
For more information about Calenso and the data collected, please refer to Calenso’s privacy policy at the following link: https://calenso.com/datenschutz/.
In addition, we have concluded a contract on order processing (AVV) with Calenso. This ensures that Calenso uses the user data only within the framework of EU data protection standards exclusively for processing the requests and does not pass them on to third parties.

10. Social plug-ins

We do not use links to social networks that already contain the code of the respective external network on our pages, so-called “social plug-ins”. We only provide simple links added by us, so no data is passed on to external site operators while you are on our site.

11. Retention period and data deletion

The personal data of the data subject is deleted or blocked as soon as the retention purpose ceases to apply. Above and beyond this, data retention may take place if this has been provided for by the European or national legislator in regulations, laws or other provisions to which the controller is subject. Data will also be blocked or deleted if a retention period prescribed by the aforementioned standards expires, unless there is a need to continue storing the data for the conclusion or fulfillment of a contract.

12. Disclosure of data

Your personal data will not be transferred to third parties for purposes other than those listed below. We will only disclose your personal data to third parties if:

a) you have given your express consent to this in accordance with Art. 6 Sec. 1 S. 1 lit. a GDPR,

b) the disclosure is necessary for the assertion, exercise or defense of legal claims pursuant to Art. 6 Sec. 1 S. 1 lit. f GDPR and there is no reason to assume that you have an overriding and legitimate interest in the non-disclosure of your data,

c) a legal obligation exists for disclosure pursuant to Art. 6 Sec. 1 S. 1 lit. c GDPR, as well as

d) this is legally permissible and necessary according to Art. 6 Sec. 1 S. 1 lit. b GDPR for the processing of contractual relationships with you.

13. Right of objection

You have the right to object at any time, on grounds relating to your particular situation, to the processing of personal data concerning you that is being carried out on the basis of Art. 6 Sec. 1 lit. e or f GDPR; this also applies to profiling based on these provisions unless we can demonstrate that there are compelling legitimate grounds for the processing which, exceptionally, override your interests, rights and freedoms; as regards processing for the purposes of direct marketing, you may object at any time.

14. Rights of the data subject

If your personal data is processed, you are considered a data subject within the scope of the GDPR and you have the following rights vis-à-vis the data controller:

a) Right to information
You have the right to request information about your personal data processed by us. In particular, you may request information about the purposes of processing, the category of personal data, the categories of recipients to whom your data has been or will be disclosed, the planned retention period, the existence of a right to rectification, deletion, restriction of processing or objection, the existence of a right of appeal, the origin of your data if it was not collected by us, and the existence of automated decision-making including profiling and, if applicable, meaningful information on the details.

b) Right to rectification
You have the right to have incorrect or incomplete personal data stored by us corrected without delay.

c) Right to deletion
You can request the deletion of your personal data stored by us, unless the processing is necessary to exercise the right to freedom of expression and information, to fulfill a legal obligation, for reasons of public interest or to assert, exercise or defend legal claims.

d) Right to restriction of processing
You have the right to request the restriction of the processing of your personal data if you dispute the accuracy of the data, if the processing is unlawful but you object to our deleting the data, even if we no longer need it, because you require it to assert, exercise or defend legal claims, or if you have filed an objection to the processing pursuant to Art. 21 GDPR.

e) Right to information
If you have asserted the right to rectification, deletion or restriction of processing against the data controller, the controller is obliged to notify all recipients to whom the personal data concerning you has been disclosed of this rectification or deletion of the data or restriction of processing, unless this proves impossible or involves a disproportionate effort.

You have the right to be informed about these recipients by the data controller.

f) Right to data portability
You have the right to receive a copy of your personal data provided to us in a structured, current and machine-readable format or to request the transmission to another controller.

g) Right to revocation of the declaration of consent under data protection law
You can revoke your consent towards us at any time. As a result, we may no longer continue data processing based on this consent from that point onward. h) Right to file a complaint with a supervisory authority You have the right to lodge a complaint with a supervisory authority in the Member State of your residence, workplace or the place of the alleged infringement, if you believe that the processing of personal data concerning you violates the GDPR.

15. Updates

We reserve the right to update this privacy policy from time to time. Updates to this privacy policy will be posted on our website. Changes become valid upon their publication on our website.

Last changed: April 2023