Declaration of Consent: Data Protection and Data Security

Protecting the privacy of your data is important to us

The following offers a detailed explanation of how ProtoFab protects the privacy of your personal data. Any storage or use of your data is based on your consent – or a statutory authorization, depending on the purpose of such storage or use.

1. Preliminary information

In the following, “GDPR” stands for the EU General Data Protection Regulation.

The following information provides transparent disclosure in compliance with the information requirements where ProtoFab acts as the controller in collecting, processing, or using personal data.

ProtoFab provides data subjects with detailed information about the collection of personal data pursuant to Art. 13 (or Art. 14 where applicable) GDPR. This is done in the interests of transparency.

The information below is organized as follows:

• General information for all target groups
• Specific information by target group, with a separate tab for each target group

2. General information for all target groups

Company name of controller (“responsible party” in earlier language of Germany’s Federal Data Protection Act (BDSG))

ProtoFab GbR

Managing Directors

Jens Weiberg, Jörg Huber

Head of Data Processing

Jens Weiberg

Data Protection Officer

Jörg Huber

Contact: j.huber@protofab.de

Address of controller / responsible party

ProtoFab GbR
Am Markt 11
D-73207 Plochingen, Germany

Rights of data subjects

In the interests of fair and transparent processing, data subjects should be aware that their rights include the following:

• Right of (further) access
• Right to rectification, erasure, or restriction of processing
• The right to withdraw my consent. To do so, you can contact info@protofab.de.
• Right to data portability

Please refer to Articles 15–22 GDPR for the legal basis of these rights.
If you wish to exercise these rights, please contact info@protofab.de.
Furthermore, you can file a complaint with a supervisory authority.

Address of the supervisory authority responsible for the federal state in which ProtoFab is located: 

Der Landesbeauftragte für den Datenschutz Baden-Württemberg
Königstraße 10a | 70173 Stuttgart
P.O. Box 10 29 32 | 70025 Stuttgart
Tel.: +49 711 615541 0 | Fax: +49 711 615541 15
pststlllfdbwd | www.baden-wuerttemberg.datenschutz.de

Other information

• Automated decision-making, including profiling, is not currently used.
• If ProtoFab intends to process personal data for a purpose other than that for which it was collected, ProtoFab will notify the data subject of this other purpose along with all relevant information before such processing takes place. If the other purpose is consistent with the earlier purposes for which permission was obtained, or if ProtoFab’s legitimate interests outweigh other considerations, then no separate notification is required.

Target groups

• Website visitors
• Job applicants
• ProtoFab business contacts
• Seminar participants
• Survey participants
• Chat participants

You are currently on our website. Here, we temporarily store your anonymized IP address in order to detect and repair technical errors.

Everything else – that is, which information you wish to share with us – is controlled by you through your cookie settings or your Customer Portal or Community account settings.

3.1 Use of cookies

Basic cookies

We use basic cookies so that everything on our site works properly. Cookies are small text files that we store on your computer or smartphone. Cookies help you navigate the website quickly and easily. They use only anonymous data and do not allow us to identify you personally.

Would you rather not use basic cookies? This will prevent some website elements from functioning properly. If you still prefer not to use basic cookies, you can disable the use of cookies in your browser settings. Begin by deleting all previously saved cookies, then disable the option to save new cookies.

3.2 Web-Analytics

etracker

ProtoFab uses the services of etracker GmbH, Hamburg, Germany (www.etracker.com) to analyze usage data. Here, cookies are used which enable the statistical analysis of the use of this website by its visitors as well as the display of usage-relevant content or advertising. Cookies are small text files that are stored by the Internet browser on the user’s device. etracker cookies do not contain any information that could identify a user.

The data generated with etracker is processed and stored by etracker solely in Germany by commission of the provider of this website and is thus subject to strict German and European data protection laws and standards. To ensure this, etracker was checked, certified, and awarded with the ePrivacyseal data protection seal of approval.

The data is processed on the legal basis of Art. 6 Section 1 lit f (legitimate interest) of the EU General Data Protection Regulation (GDPR). Our legitimate interest is the optimization of our online offer and our website. As the privacy of our visitors is very important to us, etracker anonymizes the IP address as early as possible and converts login or device IDs into a unique key which cannot be associated with any specific person. etracker does not use it for any other purpose, combine it with other data, or pass it on to third parties.

Siteimprove Analytics

On its websites, ProtoFab uses Siteimprove Analytics, a web analytics service provided by Siteimprove (www.siteimprove.com). Siteimprove Analytics uses “cookies” – small text files saved on your computer or smartphone – to help ProtoFab analyze how visitors use the site. The information generated by the cookies about the visitors’ use of the website will be stored and processed by Siteimprove on servers in Denmark. IP addresses are completely anonymized before data is made available to ProtoFab in the Siteimprove Suite. It is not possible to reverse the anonymization of the IP addresses or to assign IP addresses to collected data.

ProtoFab will use this information exclusively to evaluate the visitors’ use of the website, to compile reports on website activity, and ultimately to improve the website experience for its visitors. Siteimprove will not transmit this information to third parties or use it for any marketing or advertising purposes.

3.3 Data protection in the Community

Are you part of the ProtoFab Community? Are you interested in talking with us and others about your products and services and sharing your experience in the areas of customs, logistics, and IT? This is how we use your personal data:

When you register, we ask you for certain required information, including your name and email address. If you wish to share more about yourself with others in the Community, you can add other voluntary information and a photo to your personal profile. You can also delete this data from your profile at any time later.

After you register, we send you a newsletter with important news from the Community and notifications about new posts to the email address you provided. To stop receiving the newsletter and/or notifications, simply opt out in your profile.

If you use an ProtoFab solution, you’ll also receive a “system info” email with notifications about technical issues, notices from customs authorities, and other information relating directly to the operation of your solution.

We allow third parties to access your personal data only for servicing and error correction in the Community. Third parties cannot view or use your data for any other purpose.

Under your personal profile settings, you have the option to delete your entire Community account on your own. Your earlier posts will remain online, but your name will be replaced by Account deleted.

3.4 Data protection in the ProtoFab Customer Portal

Are you part of the ProtoFab Customer Portal? Then you are using self-service features for your ProtoFab products – for example, requesting and downloading feature packs for your software.

This is how we use your personal data:

When you create an account, you can create your own user name or let us choose one for you. We may also ask for certain required information, such as your name and email address. Any other data about you displayed in the ProtoFab Service Portal is already known to us from the project phase. Don’t worry: No one else can see this data.

If you want to delete your personal data from the ProtoFab Customer Portal, simply send an email to info@protofab.de with your name and a request to delete your ProtoFab Customer Portal account.

3.5 Data protection in chat

Do you use the chat feature on our website? And do you wish to receive direct access to or help with our products and services or other information on ProtoFab?

When you use our chat feature, your IP address and geo-location are forwarded by our chat tool SnapEngage to the server of the provider SnapEngage LLC. We do not merge this data with your other personal data. The only other data we receive is what you yourself provide during the chat, and this data is used only to process your request.

3.6 Data protection with newsletter subscriptions

Are you receiving one or more ProtoFab newsletters? Then you’re regularly receiving specialized content on global trade, logistics, and IT – plus the latest news about ProtoFab. You receive this information only if you personally requested it.

This is how we use your personal data for newsletter subscriptions:

When you register for one or more of our newsletters, we ask you to select your preferred salutation and provide your first and last name, email address, and country. We need this information to check whether you personally requested the newsletter and whether your agree to receive this information. Once you click to confirm that you agree, we can use your information to send you the newsletters you have requested.

We may collect other voluntary information from you. We use this information to send you the information you requested and for occasional user satisfaction surveys or service calls (including from third parties) designed to bring you information tailored specifically to you on the topics you selected in response to your interest or requests.

You can change your newsletter subscriptions directly at any time by clicking the link “I wish to receive: Information about specific topics” in any newsletter.

You can unsubscribe directly from all subscriptions at any time by clicking the link “I wish to receive: No further communications” in any newsletter.

3.7 Data protection with inquiries and the use of services

Do you have a specific question for ProtoFab? Are you interested in a specific service, such as registering for an event? Then you will receive the desired information in response to your request. You must provide additional information for us to process your request. This might include your mailing address, for example, if we need to mail you tickets for an event. You can provide further information if you like.

We use your data to provide you with the services you requested and for occasional user satisfaction surveys or service calls (including from third parties) designed to bring you information tailored specifically to you on the topics you selected in response to your interest or requests.

This section is for you if you are an applicant and wish to know more about your access.

4.1 Purpose of collection, processing, or use of data

Processing of application; review of qualifications; contact.

4.2 Legal basis for processing (Art. 6 GDPR)

• Implementation of precontractual (and other) measures taken at the data subject’s request
• Voluntary consent of the data subject through a corresponding declaration of intent

In general, ProtoFab respects the requirements of data reduction and data economy with regard to the intended purposes of the processing, taking into account the interests of the data subjects that warrant protection.

4.3 Description of data subject groups and corresponding data or categories of data

Data subject group: ProtoFab job applicants

Information on job applicants that is typical and necessary in the application process.

4.4 Recipients or categories of recipients with whom data may be shared

Data may be shared with any company employees authorized to perform the specified tasks, with banks insofar as needed to process payments, and with external agents (currently company Softgarden based in Germany, commissioned with technical processing of applicant data) acting as subcontractors as defined by Section 11 BDSG and Art. 28 GDPR, where access to personal data is not generally the purpose of the processing but cannot be ruled out.

4.5 Transmission of data outside the EU

Data is transmitted outside the EU only within the context of fulfilling the contract, for required communications, and other exceptions explicitly provided for in BDSG or GDPR.

Appropriate guarantees (standard data protection clauses) are in place for when non-EU subsidiaries of ProtoFab are involved.

If ProtoFab itself subcontracts its (data) processing activities, its subcontractors will sign data protection agreements that uphold ProtoFab’s guarantees. Compliance will be regularly monitored. Further information is available upon request by contacting info@protofab.de.

4.6 Duration of storage or standard deadlines for deleting data

The law stipulates a variety of data retention periods and obligations. Once these periods have elapsed, the corresponding data is routinely deleted if it is no longer needed for the performance of the contract. The commercial or financial data of the past fiscal year, for example, is deleted after another ten years in keeping with applicable laws unless a longer period of retention is either stipulated or necessary for legitimate reasons. Data from certain sources is deleted sooner (such as human resources management: data from rejected applications or warnings). Any data to which this does not apply is deleted when the reasons for its storage no longer exist.

This section is for you if you are a business contact of ProtoFab and wish to know more about your access.

5.1 Purpose of collection, processing, or use of data

Managing contacts, so that we can get in touch with you for business purposes.

5.2 Legal basis for processing (Art. 6 GDPR)

The legal basis might vary, depending on the phase of our contact:

• Implementation of precontractual (and other) measures taken at the data subject’s request
• Voluntary consent of the data subject through a corresponding declaration of intent
• Processing necessary to fulfill contractual obligations (for ProtoFab services, for example)
• Protecting the legitimate interests of ProtoFab, where applicable

In general, ProtoFab respects the requirements of data reduction and data economy with regard to the intended purposes of the processing, taking into account the interests of the data subjects that warrant protection.

5.3 Description of data subject groups and corresponding data or categories of data

Data subject group: Business contacts of ProtoFab, such as the contact persons of customers, service providers, and partners.

Typical and necessary information of the contacts (first and last name, salutation, company, department, phone number, email address). These contacts can be linked to transaction data such as history entries for documentation and to provide a basis of information for meetings, etc.

5.4 Recipients or categories of recipients with whom data may be shared

Data may be shared with any company employees authorized to perform the specified tasks, with banks insofar as needed to process payments, and with external agents acting as subcontractors as defined by Section 11 BDSG (commissioned processing of data) and Art. 28 GDPR, where access to personal data is not generally the purpose of the processing but cannot be ruled out.

5.5 Transmission of data outside the EU

Data is transmitted outside the EU only within the context of fulfilling the contract, for required communications, and other exceptions explicitly provided for in BDSG or GDPR.

Appropriate guarantees (standard data protection clauses) are in place for when non-EU subsidiaries of ProtoFab are involved.

5.6 Duration of storage or standard deadlines for deleting data

The law stipulates a variety of data retention periods and obligations. Once these periods have elapsed, the corresponding data is routinely deleted if it is no longer needed for the performance of the contract. The commercial or financial data of the past fiscal year, for example, is deleted after another ten years in keeping with applicable laws unless a longer period of retention is either stipulated or necessary for legitimate reasons. Any data to which this does not apply is deleted when the reasons for its storage no longer exist. The contact data of persons known to have left their company is set as inactive, so it will no longer appear in standard search queries.

This section is for you if you are a participant in an ProtoFab seminar and wish to know more about your access.

6.1 Purpose of collection, processing, or use of data

Managing contacts, so that we can get in touch with you for business purposes.

6.2 Legal basis for processing (Art. 6 GDPR)

The legal basis might vary, depending on the phase of our contact:

• Implementation of precontractual (and other) measures taken at the data subject’s request
• Voluntary consent of the data subject through a corresponding declaration of intent
• Processing necessary to fulfill contractual obligations (for ProtoFab services, for example)
• Protecting the legitimate interests of ProtoFab, where applicable

In general, ProtoFab respects the requirements of data reduction and data economy with regard to the intended purposes of the processing, taking into account the interests of the data subjects that warrant protection.

6.3 Description of data subject groups and corresponding data or categories of data

Data subject group: Business contacts of ProtoFab, such as the contact persons of customers, service providers, and partners.

Typical and necessary information of the contacts (first and last name, salutation, company, department, phone number, email address). These contacts can be linked to transaction data such as history entries for documentation and to provide a basis of information for meetings, etc.

6.4 Recipients or categories of recipients with whom data may be shared

Data may be shared with any company employees authorized to perform the specified tasks, with banks insofar as needed to process payments, and with external agents acting as subcontractors as defined by Section 11 BDSG (commissioned processing of data) and Art. 28 GDPR, where access to personal data is not generally the purpose of the processing but cannot be ruled out.

6.5 Transmission of data outside the EU

Data is transmitted outside the EU only within the context of fulfilling the contract, for required communications, and other exceptions explicitly provided for in BDSG or GDPR.

Appropriate guarantees (standard data protection clauses) are in place for when non-EU subsidiaries of ProtoFab are involved.

6.6 Duration of storage or standard deadlines for deleting data

The law stipulates a variety of data retention periods and obligations. Once these periods have elapsed, the corresponding data is routinely deleted if it is no longer needed for the performance of the contract. The commercial or financial data of the past fiscal year, for example, is deleted after another ten years in keeping with applicable laws unless a longer period of retention is either stipulated or necessary for legitimate reasons. Any data to which this does not apply is deleted when the reasons for its storage no longer exist. The contact data of persons known to have left your company is set as inactive, so it will no longer appear in standard search queries.

7.1 Purpose of collection, processing, or use of data

Personal data from surveys is collected, processed, or used for one or more of the following purposes:

• Consultation with survey participants
• Delivery of raffle prizes
• Delivery of informational materials
• Event registration

7.2 Legal basis for processing (Art. 6 GDPR)

The collection of personal data is based on voluntary agreement by the data subjects through a corresponding declaration of intent. In general, ProtoFab respects the requirements of data reduction and data economy with regard to the intended purposes of the processing, taking into account the interests of the data subjects that warrant protection.

7.3 Description of data subject groups and corresponding data or categories of data

Data subject group: Employees, customers, prospects, external parties (depending on the target group defined in the survey)
Typical and necessary information of the contacts (first and last name, salutation, email address, possibly company, possibly department, possibly phone number, possibly postal address).

7.4 Recipients or categories of recipients with whom data may be shared

All company employees authorized to perform the specified tasks. External agents (currently the companies Lamano GmbH & Co. KG based in Germany and typeform S.L. based in Spain for the purpose of data collection) acting as subcontractors as defined by Section 11 BDSG (commissioned processing of data) and Art. 28 GDPR, where access to personal data is not generally the purpose of the processing but cannot be ruled out.

7.5 Transmission of data outside the EU

Data is transmitted outside the EU only within the context of fulfilling the contract, for required communications, and other exceptions explicitly provided for in BDSG or GDPR.
Appropriate guarantees (standard data protection clauses) are in place for when non-EU subsidiaries of ProtoFab are involved.
If ProtoFab itself subcontracts its (data) processing activities, its subcontractors will sign data protection agreements that uphold ProtoFab’s guarantees. Compliance will be regularly monitored. Further information is available upon request by contacting info@protofab.de

7.6 Duration of storage or standard deadlines for deleting data

The law stipulates a variety of data retention periods and obligations. Once these periods have elapsed, the corresponding data is routinely deleted if it is no longer needed for the performance of the contract. The commercial or financial data of the past fiscal year, for example, is deleted after another ten years in keeping with applicable laws unless a longer period of retention is either stipulated or necessary for legitimate reasons. Any data to which this does not apply is deleted when the reasons for its storage no longer exist.

This section is for you if you are a chat participant and wish to know more about your access.

8.1 Purpose of collection, processing, or use of data

The personal data is processed to contact you to reply to your requests.

8.2 Legal basis for processing (Art. 6 GDPR)

The processing of personal data is based on voluntary agreement by the data subjects through a corresponding declaration of intent. In general, ProtoFab respects the requirements of data reduction and data economy with regard to the intended purposes of the processing, taking into account the interests of the data subjects that warrant protection.

8.3 Description of data subject groups and corresponding data or categories of data

Data subject groups: Website visitors using the chat

Typical and necessary information of the contacts (email address, possibly your information as a chat participant).

8.4 Recipients or categories of recipients with whom data may be shared

All company employees authorized to perform the specified tasks. External agents (currently the company SnapEngage LLC based in Colorado for the purpose of data collection) acting as subcontractors as defined by Art. 28 GDPR. Here, it is generally the case that access to personal data is not the purpose of the processing but cannot be excluded.

8.5 Transmission of data outside the EU

Data is transmitted outside the EU only within the context of fulfilling the contract, for required communications, and other exceptions explicitly provided for in BDSG or GDPR.

If ProtoFab itself subcontracts its processing activities, its subcontractors will sign data protection agreements that uphold ProtoFab’s guarantees. Compliance will be regularly monitored. Further information is available upon request by contacting info@protofab.de.

8.6 Duration of storage or standard deadlines for deleting data

The law stipulates a variety of data retention periods and obligations. Once these periods have elapsed, the corresponding data is routinely deleted if it is no longer needed for the performance of the contract. The commercial or financial data of the past fiscal year, for example, is deleted after another ten years in keeping with applicable laws unless a longer period of retention is either stipulated or necessary for legitimate reasons.

Any data to which this does not apply is deleted when the reasons for its storage no longer exist.