PRIVACY POLICY OF FINYOZ DEUTSCHLAND GMBH

The services and websites of Finyoz Deutschland GmbH („Finyoz“ or „us”) involve the processing of privacy-sensitive data known as personal data. The careful handling of personal data is of great importance to us. Accordingly, we process and protect personal data with the greatest possible care.

We adhere to privacy law requirements when processing data. This means, among other things, that we:

- state clearly for which purposes we process personal data through the Privacy and Cookie Statement;

- try to limit the collection of personal data to data required for legitimate purposes;

- ask you for your express consent before processing your personal data in those cases in which your consent is required;

- take appropriate security measures to protect your personal data and require parties who process data on our behalf to do the same;

- respect your right to inspect, correct or delete your personal data upon request.

We undertake to preserve the confidentiality of all information you provide to us. Except as set out below, we do not share, or sell, or disclose to a third party, any information collected through our website.

We are the controller in the data processing operations detailed below. In this Privacy and Cookie Statement, we explain which personal data we collect and use in our capacity as controller, and for what purpose. We recommend that you read this statement carefully.

Use of personal data

In using our website or service, you deposit certain details with us, which may include personal data. We collect and process these data solely for the purpose for which you provide them to us. Personal data may only be processed for specific, explicitly defined and legitimate purposes. These purposes are detailed below.

In addition, the collection and processing of your personal data is always based on one of the following legal grounds:

- You have consented to the processing of your personal data:

Through certain actions when otherwise there is no contractual relationship between us, such as when you browse our website or ask us to provide you more information about our business, including our products and services, you provide your consent to us to process information that may be personal information. Wherever possible, we aim to obtain your explicit consent to process this information, for example, by asking you to agree to our use of cookies. Sometimes you might give your consent implicitly, such as when you send us a message by e-mail to which you would reasonably expect us to reply. We continue to process your information on this basis until you withdraw your consent, or it can be reasonably assumed that your consent no longer exists.

- Processing is necessary for the performance of an agreement and our services or the services of our client:

When you create an account on our website or otherwise agree to our terms and conditions, a contract is formed between you and us. In order to carry out our obligations under that contract we must process the information you give us. Some of this information may be personal information. We process this information on the basis there is an agreement between us, or that you have requested us to use the information before we enter into a legal contract.

- We have a legitimate interest in the processing of your data:

Where we process your information on this basis, we do after having given careful consideration to:

- whether the same objective could be achieved through other means;
- whether processing (or not processing) might cause you harm;
- whether you would expect us to process your data, and whether you would, in the round, consider it reasonable to do so.

For example, we may process your data on this basis for the purposes of:

- record-keeping for the proper and necessary administration of our business; responding to unsolicited communication from you to which we believe you would expect a response;
- protecting and asserting the legal rights of any party;
- insuring against or obtaining professional advice that is required to manage business risk;
- protecting your interests where we believe we have a duty to do so.

- We are under a legal obligation to process your data:

We are subject to the law like everyone else. Sometimes, we must process your information in order to comply with a statutory obligation. For example, we may be required to give information to legal authorities if they so request or if they have the proper authorization such as a court order. This may include your personal information.

We will describe the legal basis for processing your data and provide more information about our processing operations below.

Purposes

The purposes for which we process your personal data are explained in more detail below.

Product-specific requirements for the purchase of services
In certain cases Finyoz is obliged by law, or pursuant to obligations imposed by its suppliers, to obtain additional information from you. In such cases, we process the above data in order to comply with our legal obligations.

Handling your orders and provision of services
If you place an order with us you agree with our offer, we will use your personal data to be able to handle the transaction properly. We will use your personal data for the provision of the services, such as informing you about the status of the services, but also to arrange the logging procedure, provide backups, create your account and perform management and support tasks.

For these purposes, we will use your name and address details, telephone number, email address and company name if applicable. In this processing operation your data will be made available to the supplier of our CRM application.

Providing support
Finyoz provides support in various ways, for example by email, telephone and through our chat module. Depending on the method chosen, we will ask you to share certain information with us. This may be your name and address details, and possibly your email address, telephone number, customer number and any information you provide yourself. In certain cases, we process internal notes in connection with your request for support.

We will process these data under the terms of our agreement with you.

For communication via email, contact form or chat we use the services of IT service providers, such as a ticketing system, a chat module and a support tool. Finally, your data may be entered in our CRM system.

Communication via the contact form or by chat, telephone, email or video conference

Contact form
You have the option to ask questions, submit a complaint or report a possible security incident, via a contact form on the website. In order to be able to process your request, complaint or report, you may be asked to provide us with your name, company name (if applicable), e-mail address, telephone number and customer number.

Telephone contact
If you have a question, you can also contact us by telephone. In certain cases we will ask for your name, telephone number and company name, for example to be able to call you back later. All calls are recorded for monitoring purposes.

Using the chat function via the website
Our website also has chat functionality. In principle, you do not need to share any data to be able to use the chat. During the chat session, however, we may ask you to share some information, such as your name, company name (if applicable), email address and telephone number, so that we can contact you again later.

Asking questions by email
You can also ask your questions by email, in which case we will process, as a minimum, your (business) email address and name, and any other data that you share with us.

Conference call
Finally, we can make an appointment with you for a video conference call. In such case we will process, as a minimum, your email address to be able to send you the invitation. You then have the choice to participate in the conference call, give a customer number and join with or without video functionality.

We use these data to answer your questions, communicate with you and send you the necessary information. If you are a customer, we will process these data under the terms of our agreement with you.

If you are not a customer, will we process these data on the basis of our legitimate interest in answering your questions.

For communication via email, contact form or chat, we use the services of IT service providers, such as a ticketing system, a chat module and a video conference tool. The suppliers of these services may become aware of your data. In addition, we process part of your data in our CRM application.

We employ the following ticketing chat module:

Zendesk
The provider of the services is Zendesk, Neue Schönhauser Str. 3-5, 10178 Berlin, Germany. For details on data processing, please refer to Zendesk's GDPR Policy: https://www.zendesk.com/company/agreements-and-terms/privacy-policy-2021-12-06/

We employ the following conference tools:

Zoom
The provider of the services is Zoom Communications Ltd (ZVC Germany GmbH), Rintheimer Str. 23, 76131 Karlsruhe, Germany. When Zoom is used, personal data is processed outside the EU/EEA. The transfer of data takes place on the basis of standard data protection clauses of the EU Commission as an appropriate guarantee for an adequate level of data protection in accordance with Article 46(2) (c) GDPR. For details on data processing, please refer to Zooms GDPR Policy: https://explore.zoom.us/en/privacy/

Microsoft-Teams
The provider of the services is Microsoft Ireland Operations Ltd, Pne Microsoft Place, South County Business Park, Leopardstown, Dublin, D18 P521, Ireland. For details on data processing, please refer to Microsoft's GDPR Policy: https://learn.microsoft.com/en-us/compliance/regulatory/gdpr

Applying for a job at Finyoz

Our website allows you to respond to vacancies or send an open application. You can also submit your application via other communication channels of Finyoz, such as the contact page or by email. We may ask you to provide necessary information, such as your name and address details, telephone number, CV, certificate of conduct, lists of marks, diplomas, motivation letter and any references.

We will keep your data during the application procedure and for no more than twelve weeks after the end of that procedure. However, with your consent we may retain this information for up to one year, so as to be able to approach you should a relevant vacancy become available in the future.

We will process the above data on the basis of our legitimate interest in, for example, assessing whether we will engage you on the strength of your application and, in certain cases, on the basis of your consent as required to ultimately conclude an agreement.

In certain cases, we may need the help of an external recruitment services company. In such a case, we may send your data to them in the context of your application. In addition, certain data are processed within our IT service provider's cloud environment, for example to schedule an online appointment.

Improving our services and informing you about service-related developments
In the context of product management, Finyoz registers possible new functionality suggested by its customers and users. In doing so, we only process the company name and, in certain cases, the name of the contact person.

In addition, through the account environment, Finyoz will inform you about new functionality, maintenance work, possible malfunctions and any other matters relevant to the services you purchase from us. In doing so, we will only process your account data to ensure that the message reaches you.

We will process these data under the terms of our agreement with you.

Provision of data to third parties. We use the email services of a third party to send the newsletters. We use an external registration tool to register new product features.

Statistics

We keep statistics on the use of our services and the website. The statistics cannot be traced back to any individual.

We will process these data based on the consent you have granted via the cookie banner and on the grounds of our legitimate interest with regard to these general statistics.

Retention periods

We will not retain the data for the aforementioned purposes longer than is necessary. This means that we will retain your data for as long as is necessary, for example, to provide our services to you, to perform the agreement, or until we are sure that you are satisfied with our services, until we have answered all your questions.We may need to keep your data for a longer period in connection with a statutory retention obligation, for example the obligation to retain tax records.

Provision of data to third parties

Apart from the provision of your personal data to third parties as described above, we will not share your information with other parties without your consent, unless we are required to do so by law.

We enter into strict agreements with the parties that receive your data that clearly state which personal data are shared and why. We will ensure that your data are not used for any other purposes. We will also ensure that these third parties protect and destroy your data as soon as they no longer need them.

Cookies

Our website uses cookies. A cookie is a simple, small file that is sent along with pages of this website and stored by your browser on the hard disk of your computer, allowing you to be recognised. In this Privacy and Cookie Statement, the term 'cookie' is also meant to refer to other, similar (tracking) techniques (e.g. pixels). Third parties engaged by us place cookies on your device as well.

A pop-up indicating that clicking the ‘agree’ button on our website denotes acceptance of the cookies is displayed the first time that you visit our website. By clicking this button, you allow us to use all cookies and plug-ins as set out in the pop-up and in this Privacy and Cookie Statement. You are free to disable cookies in your browser. Please note that doing so could mean that our website will no longer function optimally.

Cookies have a variety of functions. Many cookies are technically essential since certain website functions would not work in the absence of the cookies (e.g. the shopping cart function or the display of videos). The purpose of other cookies may be the analysis of user patterns or the display of promotional messages. Cookies, which are required for the performance of electronic communication transactions (required cookies) or for the provision of certain functions you want to use (functional cookies, e.g. for the correct display of our website on your device) or those that are necessary for the optimization of the website (e.g. cookies that provide measurable insights into the web audience), shall be stored on the basis of Art. 6 Sect. 1 lit. f GDPR, unless a different legal basis is cited. The operator of the website has a legitimate interest in the storage of cookies to ensure the technically error free and optimized provision of the operator's services. If your consent to the storage of the cookies has been requested, the respective cookies are stored exclusively on the basis of the consent obtained (Art. 6 Sect. 1 lit. a GDPR); this consent may be revoked at any time.

We have no control over what parties themselves do with the cookies. Cookies have a shelf-life date: some are session cookies and others are subject to a different, specific retention. If you wish you can remove cookies earlier. This is a manual operation; please consult the instruction guide for your browser.

Google Analytics
This services may use functions of the web analysis service Google Analytics. The provider of this service is Google Ireland Limited (“Google”), Gordon House, Barrow Street, Dublin 4, Ireland. Google Analytics enables the website operator to analyze the behavior patterns of website visitors. To that end, the website operator receives a variety of user data, such as pages accessed, time spent on the page, the utilized operating system and the user's origin. Google may consolidate these data in a profile that is allocated to the respective user or the user's device.

Google Analytics uses technologies that make the recognition of the user for the purpose of analyzing the user behavior patterns (e.g. cookies or device fingerprinting). The website use information recorded by Google is, as a rule transferred to a Google server in the United States, where it is stored. This analysis tool is used on the basis of Art. 6 Sect. 1 lit. f GDPR. The operator of this website has a legitimate interest in the analysis of user patterns to optimize both, the services offered online and the operator’s advertising activities. If a corresponding agreement has been requested (e.g. an agreement to the storage of cookies), the processing takes place exclusively on the basis of Art. 6 para. 1 lit. a GDPR; the agreement can be revoked at any time.

IP Anonymization
Where we use Google Analytics, we have activated the its IP anonymization function. As a result, your IP address will be abbreviated by Google within the member states of the European Union or in other states that have ratified the Convention on the European Economic Area prior to its transmission to the United States. The full IP address will be transmitted to one of Google’s servers in the United States and abbreviated there only in exceptional cases. On behalf of the operator of this website, Google shall use this information to analyze your use of this website to generate reports on website activities and to render other services to the operator of this website that are related to the use of the website and the Internet. The IP address transmitted in conjunction with Google Analytics from your browser shall not be merged with other data in Google's possession.

Browser plug-in
You can prevent the recording and processing of your data by Google by downloading and installing the browser plugin available under the following link: https://tools.google.com/dlpage/gaoptout?hl=en. For more information about the handling of user data by Google Analytics, please consult Google's Data Privacy Policy at: https://support.google.com/analytics/answer/6004245?hl=en.

Security
We take security measures to minimise the risk of misuse of and unauthorised access to personal data.

Third-party websites
This statement does not apply to third-party websites that are connected to our website through links. We cannot guarantee that these parties will treat your personal data in a reliable or secure manner. We therefore recommend that you read the privacy statements relating to these websites before using them.

Transfer outside the EEA
Our suppliers may store information in and transmit information to the United States. We are aware of the ruling of the European Court of Justice of 16 July 2020, which has implications for the transfer of personal data. Our servers and storage are only located in Europe. We do not have to transmit information to the United States. If you have any questions about the processing of your personal data, please contact us using the contact details in this privacy policy.

Changes to this Privacy Policy
We reserve the right to amend this policy. New versions will be published on this website and we will make sure that old versions remain available. We recommend that you check this statement regularly, to ensure that you are aware of these changes.

Your rights
You can contact us at any time if you have any questions or wish to know which of your personal data we hold. Please send your request to customer.support@finyoz.com

You have the following rights:
- to receive an explanation of what personal data we have collected about you and how we use that data;
- to inspect the specific personal data that we have collected;
- to have errors corrected and have your personal data supplemented if they are incorrect or incomplete;
- to have personal data deleted;
- to withdraw your consent;
- to limit specific processing operations;
- to object to a particular use (for example, a processing operation based on a legitimate interest or for direct marketing purposes).


In the interests of preventing misuse and fraud, we may ask that you provide proper identification. In principle, we will comply with your request within one month. However, this term may be extended for reasons relating to the specific rights of data subjects or the complexity of the request. If we extend this term, we will inform you of that in due time.

Data Protection Agency
Needless to say, we will be happy to help should you have any complaints about the processing of your personal data. Under privacy law, you are also entitled to lodge a complaint with the German Data Protection Agency against the processing of your personal data.

Contact details
If you have any questions regarding your privacy and our privacy policy, please send an email using the following contact details: Finyoz Deutschland GmbH, Amalienstraße 71, RGB 2, 80799 Munich, Germany, customer.support@finyoz.com

This Privacy Policy and Cookie-Statement was last amended in October 2023.