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 (optional)
• 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.

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. Borlabs Cookie

This website uses Borlabs cookie, which sets a technically necessary cookie (borlabs-cookie) to store your cookie consents.

Borlabs Cookie does not process any personal data.

The cookie borlabs-cookie stores your consents that you have given when entering the website. If you wish to revoke these consents, simply delete the cookie in your browser. When you re-enter/reload the website, you will be asked again for your cookie consent.

6. Use of Analysis Tools

a) Matomo
We use Matomo (formerly Piwik) for web analytics, a service provided by InnoCraft Ltd, 150 Willis St, 6011 Wellington, New Zealand, NZBN 6106769, (“Matomo”) using cookie technology. This is an open source web analytics tool.

Matomo uses cookies. These text files are stored on your computer and make it possible for us to analyze the use of our website. For this purpose, the information about the use obtained by the cookie is transmitted to us and stored so that the usage behavior can be evaluated. Your IP address is anonymized, so you remain anonymous as a user. The information generated by the cookie about your use of this website will not be disclosed to third parties. By evaluating the data obtained, we are able to compile information about the use of the individual components of our website. By anonymizing the IP address, the interest of the users in their protection of personal data is sufficiently taken into account.

The processing of users’ personal data enables us to analyze the surfing behavior of our users. This helps us to continuously improve our website and its user-friendliness.

If you agree to web analysis using Matomo, the following data is collected when you access individual pages of our website:

• 2 bytes of the IP address of the user’s calling system.
• The accessed web page
• The web page from which the user has reached the accessed web page (referrer).
• The subpages that are called from the called web page.
• The time spent on the website
• The frequency of calling the website

Matomo is deactivated when you visit our website. Only if you actively consent, your usage behavior is recorded anonymously. The legal basis for the processing of users’ personal data is Art. 6 para. 1 lit. a DSGVO.

The data is deleted as soon as it is no longer required for our recording purposes. This is the case for us after 90 days. The statistics generated and underlying data are not deleted.

For more information on Matomo’s terms of use and data protection regulations, please visit: 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) LinkedIn Insight Tag
Our website uses the conversion tool “LinkedIn Insight Tag” from LinkedIn Ireland Unlimited Company. This tool creates a cookie in your web browser, which enables the collection of, among other things, the following data: IP address, device and browser properties and page events (e.g. page views, conversions). This data is encrypted, anonymized within seven days, and the anonymized data is deleted within 90 days. LinkedIn does not share personal data with Beta Systems, but provides anonymized reports on website audience and ad performance. For more information on data protection at LinkedIn, please refer to the LinkedIn privacy policy.

LinkedIn members can control the use of their personal data for advertising purposes in their account settings. To disable the Insight tag on our website (“opt-out”) click here.

d) 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.

8. Use of Google Tools

a) Google Tag Manager
For our website, we use the Google Tag Manager of the company Google Inc. Provider is Google Ireland Limited (Gordon House, Barrow Street Dublin 4, Ireland). Via the Google Tag Manager, we can centrally incorporate and manage code sections of various tracking tools that we use on our website. The Tag Manager itself is a domain that does not set cookies or store data. It acts as a mere “manager” of the implemented tags. The data is collected by the individual tags of the various web analytics tools, such as Google Ads. Tags are small sections of code that, for example, record (track) your activity on our website. For this purpose, JavaScript code sections are inserted into the source code of our page. Such tags perform various tasks, such as collecting browser data, setting cookies or integrating buttons.
Depending on the analysis tool, various data about your web behavior is usually collected, stored and processed with the help of cookies. For this, please read our privacy texts on the individual analysis and tracking tools that we use on our website.

Please note that when using this tool, data from you may also be stored and processed outside the EU. If Google stores data, then this data is stored on Google’s own servers. The servers are distributed all over the world. Most of them are located in America. At https://www.google.com/about/datacenters/inside/locations/?hl=en you can read exactly where the Google servers are located.

How long the individual tracking tools store data from you can be found in our individual privacy texts for the individual tools.

From our side, there is a legitimate interest in analyzing the behavior of website visitors and thus to improve our offer technically and economically. With the help of Google Tag Managers, we can improve the economic efficiency. The legal basis for this is Art. 6 (1) lit. f DSGVO (Legitimate Interests). However, we have configured the Google Tag Manager in such a way that the implemented analytics tools only trigger tags when you give your consent for the use of the analytics tools via our Cookie Management Tool.

If you want to learn more about Google Tag Manager, we recommend the FAQs at https://support.google.com/tagmanager/?hl=en#topic=3441647.

b) Google Ads Conversion
Within the scope of Google Ads, we use the so-called conversion tracking. The provider is Google Ireland Limited (“Google”), Gordon House, Barrow Street, Dublin 4, Ireland. With Google’s conversion tracking tool, we record what happens after a user clicks on our Google Ads ad. We learn the total number of users who clicked on our ads and what actions you took. We do not receive any information that allows us to identify you personally. The cookie is deleted after 90 days. It can also be deleted manually by you using appropriate additional software. We use the information we receive to check the quality and success of our advertising measures.

We use Google Ads to draw attention to our offer on other websites as well. The goal is to ensure that our advertising campaigns reach only those people who are interested in our offers. With the conversion tracking tool we see which keywords, ads, ad groups and campaigns lead to the desired customer actions. We see how many customers interact with our ads on a device and then make a conversion. Through this data, we can calculate our cost-benefit factor, measure the success of individual advertising measures and consequently optimize our online marketing measures. We can also use the data obtained to make our website more interesting for you and adapt our advertising offer even more individually to your needs. On the basis of this cookie, it is then possible to determine whether you have also called up the “Contact” page after calling up our site, for example. a cookie is set for conversion tracking. Cookies are small text files that the Internet browser stores on the user’s computer.

Each Google Ads customer receives a different cookie. Cookies cannot be tracked across Ads customers’ websites. The information collected using the conversion cookie is used to create conversion statistics for Ads customers who have opted in to conversion tracking. Customers will learn the total number of users who clicked on their ad and were redirected to a page tagged with a conversion tracking tag. However, they do not receive any information with You can also prevent participation in conversion tracking by deactivating the Google conversion tracking cookie via your Internet browser under user settings. You will then not be included in the conversion tracking statistics.

Google itself uses cookies or comparable recognition technologies for identification purposes.

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

For more information on Google conversion tracking, please see Google’s privacy policy: https://policies.google.com/privacy?hl=en.

Due to the marketing tools used, your browser automatically establishes a direct connection with Google’s server. We have no influence on the scope and further use of the data collected by Google through the use of this tool and therefore inform you according to our state of knowledge: Through the integration of Ads Conversion, Google receives the information that you have called up the corresponding part of our website or clicked on an ad from us. If you are registered with a Google service, Google can assign the visit to your account. Even if you are not registered with Google or have not logged in, there is the possibility that Google learns your IP address and stores it.

For more information on Google Ads and Google conversion tracking, please see Google’s privacy policy: https://policies.google.com/privacy?hl=en.

9. 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. YouTube is a service of Google Ireland Ltd, Gordon House, Barrow Street, Dublin 4, Ireland.

To keep you in control of 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 by 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 processing by YouTube, please refer to Google’s privacy policy. There you will also find further information about your rights and setting options to protect your privacy: https://policies.google.com/privacy?hl=en. Information on the third country transfer that takes place can be found under the item “Third country transfer”.

10. 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.

The software uses various technical procedures to assign individual activities to anonymous profiles or – with prior consent – to the profiles of individual users:

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 is accessing a link from an email, 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 the process are:

• the activity on our website
• Number of page views and dwell time of the website visitor
• the click path of the respective visitor
• Downloads of files provided through the website
• Landing page visits
• Email opens 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 e-mail address, phone number).
• Business contact information (such as your job title, the name of a business, business email address, telephone or fax number).
• the IP address of the terminal from which the use of the website takes place

The released data is clearly recognizable for the user by filling out a form. Thereby, it is marked which data are necessary for sending the form.

Mautic will only be used if you have expressly given your consent to the use of so-called “first-party cookies” when using our website for the first time. You can revoke this consent at any time by contacting the person named by us above. In this case, all tracking data collected by means of Mautic will be deleted immediately.

11. 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.

12. 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.

13. Storage period and data deletion

The personal data of the data subject shall be deleted or blocked as soon as the purpose of storage ceases to apply. Storage may also 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 storage period prescribed by the aforementioned standards expires, unless there is a need for further storage of the data for the conclusion or performance of a contract.

14. 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.

15. 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.

16. Rights of the data subject

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:

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

b) Right to rectification
You have a right to the immediate rectification of inaccurate or incomplete personal data stored by us.

c) Right to erasure
You may request the erasure of your personal data stored by us, unless the processing is necessary for the exercise of the right to freedom of expression and information, for compliance with a legal obligation, for reasons of public interest or for the assertion, exercise or defense of legal claims.

d) Right to restriction of processing
You have the right to request the restriction of the processing of your personal data, insofar as the accuracy of the data is disputed by you, the processing is unlawful, but you object to its erasure and we no longer need the data, but you need it for the assertion, exercise or defense of legal claims or you have objected to the processing pursuant to Article 21 DSGVO;

e) Right to information
If you have asserted the right to rectification, erasure or restriction of processing against the controller, the controller is obliged to notify all recipients to whom the personal data concerning you have been disclosed of this rectification or erasure 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 your personal data that you have provided to us in a structured, common and machine-readable format or to request the transfer to another controller.

g) Right to revoke the declaration of consent under data protection law
You may revoke the consent you have given to us at any time. This has the consequence that we may no longer continue the data processing based on this consent for the future.

h) Right to lodge a complaint with a supervisory authority
You have the right to lodge a complaint with a supervisory authority in the Member State of your place of residence, place of work or place of the alleged infringement if you consider that the processing of personal data relating to you infringes the GDPR.

17. 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 will apply from the time they are published on our website.

Last changed: August 2023