Privacy policy

Please find below the privacy policy for users of our website, as well as our privacy notice for customers, other contractual partners and interested parties.

Privacy policy (website)

General

The following gives a simple overview of what happens to your personal information when you visit our website. Personal information is any data with which you could be personally identified. Detailed information on the subject of data protection can be found in our privacy policy found below.

Data collection on our website

Who is responsible for the data collection on this website?

The data collected on this website are processed by the website operator. The operator's contact details can be found in the website's required legal notice.

How do we collect your data?

Some data are collected when you provide it to us. This could, for example, be data you enter on a contact form.

Other data are collected automatically by our IT systems when you visit the website. These data are primarily technical data such as the browser and operating system you are using or when you accessed the page. These data are collected automatically as soon as you enter our website.

What do we use your data for?

Part of the data is collected to ensure the proper functioning of the website. Other data can be used to analyze how visitors use the site.

What rights do you have regarding your data?

You always have the right to request information about your stored data, its origin, its recipients, and the purpose of its collection at no charge. You also have the right to request that it be corrected, blocked, or deleted. You can contact us at any time using the address given in the legal notice if you have further questions about the issue of privacy and data protection. You may also, of course, file a complaint with the competent regulatory authorities.

Analytics and third-party tools

When visiting our website, statistical analyses may be made of your surfing behavior. This happens primarily using cookies and analytics. The analysis of your surfing behavior is usually anonymous, i.e. we will not be able to identify you from this data. You can object to this analysis or prevent it by not using certain tools. Detailed information can be found in the following privacy policy.

You can object to this analysis. We will inform you below about how to exercise your options in this regard.

Data protection

The operators of this website take the protection of your personal data very seriously. We treat your personal data as confidential and in accordance with the statutory data protection regulations and this privacy policy.

If you use this website, various pieces of personal data will be collected. Personal information is any data with which you could be personally identified. This privacy policy explains what information we collect and what we use it for. It also explains how and for what purpose this happens.

Please note that data transmitted via the internet (e.g. via email communication) may be subject to security breaches. Complete protection of your data from third-party access is not possible.

Notice concerning the party responsible for this website

The party responsible for processing data on this website is:

exact! Sprachenservice und Informationsmanagement GmbH

Neckarauer Str. 35–41

68199 Mannheim

Geschäftsführung: Goranka Miš-Čak

Tel.: +49 (0)621 12068-11

email: info@exact-gmbh.com

The responsible party is the natural or legal person who alone or jointly with others decides on the purposes and means of processing personal data (names, email addresses, etc.).

Contact data of our data protection officer

PROLIANCE GmbH

Leopoldstr. 21

80802 München

www.datenschutzexperte.de

email: datenschutzbeauftragter@datenschutzexperte.de

Revocation of your consent to the processing of your data

Many data processing operations are only possible with your express consent. You may revoke your consent at any time with future effect. An informal email making this request is sufficient. The data processed before we receive your request may still be legally processed.

Right to file complaints with regulatory authorities

If there has been a breach of data protection legislation, the person affected may file a complaint with the competent regulatory authorities. The competent regulatory authority for matters related to data protection legislation is the data protection officer of the German state in which our company is headquartered. A list of data protection officers and their contact details can be found at the following link: https://www.bfdi.bund.de/DE/Infothek/Anschriften_Links/anschriften_links-node.html.

Right to data portability

You have the right to have data which we process based on your consent or in fulfillment of a contract automatically delivered to yourself or to a third party in a standard, machine-readable format. If you require the direct transfer of data to another responsible party, this will only be done to the extent technically feasible.

SSL or TLS encryption

This site uses SSL or TLS encryption for security reasons and for the protection of the transmission of confidential content, such as the inquiries you send to us as the site operator. You can recognize an encrypted connection in your browser's address line when it changes from "http://" to "https://" and the lock icon is displayed in your browser's address bar.

If SSL or TLS encryption is activated, the data you transfer to us cannot be read by third parties.

Information, blocking, deletion

As permitted by law, you have the right to be provided at any time with information free of charge about any of your personal data that is stored as well as its origin, the recipient and the purpose for which it has been processed. You also have the right to have this data corrected, blocked or deleted. You can contact us at any time using the address given in our legal notice if you have further questions on the topic of personal data.

Opposition to promotional emails

We hereby expressly prohibit the use of contact data published in the context of website legal notice requirements with regard to sending promotional and informational materials not expressly requested. The website operator reserves the right to take specific legal action if unsolicited advertising material, such as email spam, is received.

Cookies

Some of our web pages use cookies. Cookies do not harm your computer and do not contain any viruses. Cookies help make our website more user-friendly, efficient, and secure. Cookies are small text files that are stored on your computer and saved by your browser.

Most of the cookies we use are so-called "session cookies." They are automatically deleted after your visit. Other cookies remain in your device's memory until you delete them. These cookies make it possible to recognize your browser when you next visit the site.

You can configure your browser to inform you about the use of cookies so that you can decide on a case-by-case basis whether to accept or reject a cookie. Alternatively, your browser can be configured to automatically accept cookies under certain conditions or to always reject them, or to automatically delete cookies when closing your browser. Disabling cookies may limit the functionality of this website.

Cookies which are necessary to allow electronic communications or to provide certain functions you wish to use (such as the shopping cart) are stored pursuant to Art. 6 paragraph 1, letter f of DSGVO. The website operator has a legitimate interest in the storage of cookies to ensure an optimized service provided free of technical errors. If other cookies (such as those used to analyze your surfing behavior) are also stored, they will be treated separately in this privacy policy.

Server log files

The website provider automatically collects and stores information that your browser automatically transmits to us in "server log files". These are:

Browser type and browser version
Operating system used
Referrer URL
Host name of the accessing computer
Time of the server request
IP address

These data will not be combined with data from other sources.

The basis for data processing is Art. 6 (1) (f) DSGVO, which allows the processing of data to fulfill a contract or for measures preliminary to a contract.

Contact form

Should you send us questions via the contact form, we will collect the data entered on the form, including the contact details you provide, to answer your question and any follow-up questions. We do not share this information without your permission.

We will, therefore, process any data you enter onto the contact form only with your consent per Art. 6 (1)(a) DSGVO. You may revoke your consent at any time. An informal email making this request is sufficient. The data processed before we receive your request may still be legally processed.

We will retain the data you provide on the contact form until you request its deletion, revoke your consent for its storage, or the purpose for its storage no longer pertains (e.g. after fulfilling your request). Any mandatory statutory provisions, especially those regarding mandatory data retention periods, remain unaffected by this provision.

Processing of data (customer and contract data)

We collect, process, and use personal data only insofar as it is necessary to establish, or modify legal relationships with us (master data). This is done based on Art. 6 (1) (b) DSGVO, which allows the processing of data to fulfill a contract or for measures preliminary to a contract. We collect, process and use your personal data when accessing our website (usage data) only to the extent required to enable you to access our service or to bill you for the same.

Collected customer data shall be deleted after completion of the order or termination of the business relationship. Legal retention periods remain unaffected.

Google Analytics

This website uses functions of the web analysis service Google Analytics. The provider is Google Inc, 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA.

Google Analytics uses so-called "cookies". These are text files that are stored on your computer and enable an analysis of your use of the website. The information generated by the cookie about your use of this website is usually transferred to a Google server in the USA and stored there.

Google Analytics cookies are stored on the basis of Art. 6 Par. 1 lit. f DSGVO. The website operator has a legitimate interest in analysing user behaviour in order to optimise both his website and his advertising.

IP anonymization

We have activated the IP anonymisation function on this website. This will cause your IP address to be cut by Google within Member States of the European Union or in other countries party to the Agreement on the European Economic Area before being transmitted to the USA. Only in exceptional cases will the full IP address be transmitted to a Google server in the USA and shortened there. On behalf of the operator of this website, Google will use this information to evaluate your use of the website, to compile reports on website activity and to provide the website operator with other services relating to website and Internet use. The IP address transmitted by your browser in the context of Google Analytics is not merged with other Google data.

Browser plugin

You may refuse the use of cookies by selecting the appropriate settings on your browser, however please note that if you do this you may not be able to use the full functionality of this website. You can also prevent Google from collecting the data generated by the cookie and relating to your use of the website (including your IP address) and from processing this data by Google by downloading and installing the browser plug-in available under the following link: https://tools.google.com/dlpage/gaoptout?hl=en.

Objection to data collection

You can prevent Google Analytics from collecting your data by clicking on the following link. An opt-out cookie is set which prevents the collection of your data on future visits to this website: Disable Google Analytics.

More information on how Google Analytics handles user data can be found in Google's privacy policy: https://support.google.com/analytics/answer/6004245?hl=en.

Contract data processing

We have concluded a contract with Google for commissioned data processing and fully implement the strict requirements of the German data protection authorities for the use of Google Analytics.

Demographic features on Google Analytics

This website uses the "demographic features" function of Google Analytics. This allows reports to be created that contain information on the age, gender and interests of site visitors. This data comes from interest-related advertising by Google and from visitor data from third-party providers. This data cannot be assigned to a specific person. You can disable this feature at any time from your Google Account ad preferences or opt-out of Google Analytics collecting your information as described in the "Opt-out of data collection" section.

You can set your browser so that you are informed about the setting of cookies and only allow cookies in individual cases, exclude the acceptance of cookies for certain cases or generally and activate the automatic deletion of cookies when closing the browser. When cookies are deactivated, the functionality of this website may be limited.

Newsletter data

If you would like to receive our newsletter, we require a valid email address as well as information that allows us to verify that you are the owner of the specified email address and that you agree to receive this newsletter. No additional data is collected or is only collected on a voluntary basis. We only use this data to send the requested information and do not pass it on to third parties.

We will, therefore, process any data you enter onto the contact form only with your consent per Art. 6 (1) (a) DSGVO. You can revoke consent to the storage of your data and email address as well as their use for sending the newsletter at any time, e.g. through the "unsubscribe" link in the newsletter. The data processed before we receive your request may still be legally processed.

The data provided when registering for the newsletter will be used to distribute the newsletter until you cancel your subscription when said data will be deleted. Data we have stored for other purposes (e.g. email addresses for the members area) remain unaffected.

Google Maps

This site uses the Google Maps map service via an API. It is operated by Google Inc., 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA.

To use Google Maps, it is necessary to save your IP address. This information is generally transmitted to a Google server in the USA and stored there. The provider of this site has no influence on this data transfer.

The use of Google Maps is in the interest of making our website appealing and to facilitate the location of places specified by us on the website. This constitutes a justified interest pursuant to Art. 6 (1) (f) DSGVO.

Further information about handling user data, can be found in the data protection declaration of Google at https://www.google.de/intl/de/policies/privacy/.

Privacy Notice for customers, other contractual partners and interested parties

(Information on data protection regarding our processing of customer and prospective customer data in accordance with Articles 13, 14 and 21 of the General Data Protection Regulation (GDPR))

exact! Sprachenservice und Informationsmanagement GmbH

Neckarauer Straße 35-41

68199 Mannheim, Deutschland

Mannheim District Court / HRB 9404

Managing Director: Goranka Miš-Čak

(Revision no. 1, valid since: 01.11.2024)

Dear customer, dear interested party, dear contractual partner,

In accordance with the provisions of Articles 13, 14 and 21 of the General Data Protection Regulation (GDPR), we hereby inform you about the processing of your personal data and your rights under data protection law in this regard. Which data is processed in detail and how it is used depends largely on the requested or agreed services. In order to ensure that you are fully informed about the processing of your personal data within the scope of the performance of a contract or the implementation of pre-contractual measures, please take note of the following information.

1. DATA CONTROLLER WITHIN THE MEANING OF DATA PROTECTION LAW

exact! Sprachenservice und Informationsmanagement GmbH

Neckarauer Straße 35-41

68199 Mannheim, Germany

Phone: +49 (0)621 12068-11

E-Mail: info@exact-gmbh.com

2. CONTACT DATA OF OUR DATA PROTECTION OFFICER

PROLIANCE GmbH

Leopoldstr. 21

80802 München

www.datenschutzexperte.de

email: datenschutzbeauftragter@datenschutzexperte.de

3. PURPOSES AND LEGAL BASIS OF DATA PROCESSING

We process your personal data in accordance with the provisions of the European General Data Protection Regulation (GDPR) and the German Federal Data Protection Act (BDSG), insofar as this is necessary for the establishment, execution and performance of a contract and for the execution of pre-contractual measures. Insofar as personal data is required for the initiation or execution of a contractual relationship or in the context of the execution of pre-contractual measures, processing is lawful pursuant to Art. 6 para.1 (b) GDPR.

If you give us your explicit consent to process personal data for specific purposes (e.g. transfer to third parties, evaluation for marketing purposes or advertising by e-mail), the lawfulness of this processing is given on the basis of your consent in accordance with Art. 6 para. 1 (a) of the GDPR. You may withdraw your consent at any time with future effect (see section 9 of this privacy notice).

If necessary and legally permissible, we process your data beyond the actual contractual purposes for the performance of legal obligations pursuant to Art. 6 para. 1 (c) GDPR. In addition, processing may be carried out to protect the legitimate interests of us or third parties, as well as to defend against and assert legal claims pursuant to Art. 6 para. 1 (f) GDPR. If necessary, we will inform you separately, stating the legitimate interest, insofar as this is required by law.

4. CATEGORIES OF PERSONAL DATA

We only process data that is related to the establishment of the contract or the pre-contractual measures. This may be general data about you or persons in your company (name, address, contact details, etc.) as well as any other data that you provide to us in the context of establishing the contract.

In addition, personal data may also be contained in documents/texts to be translated that you provide us as part of the fulfillment of translation or interpreting orders. The processing of personal data in the context of a translation or interpreting order is limited to the analysis, translation and adaptation of the texts and documents provided or to interpreting. If the texts and documents provided contain personal data, these will not be processed by us beyond the agreed translation or interpreting purpose.

5. SOURCES OF THE DATA

We process personal data that we receive from you in the course of contacting you or establishing a contractual relationship or in the course of pre-contractual measures or that you provide via our online contact form (https://www.exact-gmbh.com/en/contact.html).

6. RECIPIENT OF THE DATA

We disclose your personal data within our company only to those departments and persons who need this data to perform contractual and legal obligations or to implement our legitimate interest.

We may transfer your personal data to our affiliated companies to the extent permitted by the purposes and legal bases set out in Section 3 of this Privacy Information Sheet.

Your personal data is processed on our behalf on the basis of order processing agreements in accordance with Art. 28 of the GDPR. In these cases, we ensure that the processing of personal data is carried out in accordance with the provisions of the GDPR. The categories of recipients in this case are Internet service providers, providers of customer management systems and software or affiliated partner companies for Language Services (flexword Germany GmbH and its Spanish branch, flexword Limited in United Kingdom).

Otherwise, data is only passed on to recipients outside the company if this is permitted or required by law, if the data is passed on for processing and thus for the performance of a contract or, at your request, to carry out pre-contractual measures, we have your consent or we are authorized to provide information. Under these conditions, recipients of personal data may be, for example:

External tax consultant;
Public bodies and institutions (e.g. public prosecutor's office, police, supervisory authorities, tax office) if there is a legal or regulatory obligation;
Recipients to whom disclosure is directly necessary to establish or performance of the contract, such as freelancers from the translation industry and providers of interpreting technology;
Other data recipients for whom you have given us your consent to transfer data: such as affiliated partner companies (flexword Germany GmbH and its foreign branch in Spain, flexword Limited in United Kingdom).

7. TRANSMISSION TO A THIRD COUNTRY

A transfer of personal data to countries outside the EEA (European Economic Area) or to an international organization will only take place if this is necessary for the processing and thus the performance of the contract or, at your request, for the performance of pre-contractual measures, the transfer is required by law or you have given us your consent. Recipients in these cases may include affiliated companies: flexword D.O.O. (for DTP and terminology services, invoicing, IT services).

8. DURATION OF DATA STORAGE

To the extent necessary, we process and retain your personal data for the duration of our business relationship or for the performance of a contract. This also includes the initiation of a contract and the execution of a contract.

In addition, we are subject to various retention and documentation obligations arising from the German Commercial Code (HGB) and the Fiscal Code of Germany (AO), among other things. The retention and documentation periods prescribed there are two to ten years.

Finally, the retention period also depends on the statutory limitation periods, which, for example, according to Sections 195 et seq. of the German Civil Code (BGB), are generally three years, but in certain cases can be up to 30 years.

9. YOUR RIGHTS

Every data subject has the right of access under Article 15 GDPR, the right to rectification under Article 16 GDPR, the right to erasure under Article 17 GDPR, the right to restriction of processing under Article 18 GDPR, the right to notification under Article 19 GDPR, and the right to data portability under Article 20 GDPR.

In addition, you have the right to lodge a complaint with a supervisory authority pursuant to Art. 77 GDPR if you are of the opinion that the processing of your personal data is not lawful. The right of appeal is without prejudice to any other administrative or judicial remedy.

If the processing of data is based on your consent, you are entitled to withdraw your consent to the use of your personal data at any time in accordance with Art. 7 of the GDPR. Please note that the withdrawal is only effective for the future. Processing that took place before the withdrawal is not affected. Please also note that we may retain certain data for a certain period of time in order to comply with legal provisions (see section 8 of this privacy notice).

Right of objection:

To protect your rights, you can contact us using the contact details provided in section 1.

10. NECESSITY OF PROVIDING PERSONAL DATA

The provision of personal data for the decision on the conclusion of a contract, the performance of a contract or for the implementation of pre-contractual measures is freely given. However, we can only make a decision in the context of contractual measures if you provide such personal data that is required for the conclusion of a contract, the performance of a contract or pre-contractual measures.

11. AUTOMATED DECISION-MAKING

For the establishment, performance or implementation of the business relationship as well as for pre-contractual measures, we generally do not use fully automated decision-making pursuant to Art. 22 GDPR. Should we use these procedures in individual cases, we will inform you separately or obtain your consent, if this is required by law.