Privacy Statement
Last updated: December, 2022
Your privacy is important to SoftwareOne. We would like to inform you what personal data we may use about you, how we may use it as well as inform you about your data protection rights.
The type of data we use and what we do with that depends on the relationship we have with you. It is therefore possible that some parts of this Privacy Statement may not be relevant for you or more than one parts of this Statement may apply to you.
This Privacy Statement may be replaced or supplemented in order to fulfill legal requirements as well as to provide you with all necessary information on how we process your data.
Controller
The controller responsible for the processing of your personal data is the SoftwareOne entity with which you have established a relationship, for instance by visiting its website, using its services, signing up for events or applying for a vacancy.
As a user of our websites, platforms, applications and other products and services
Description of data processing
We may process your personal data in particular for the following purposes (and legal grounds):
- communicate with you and process as well as respond to your request ((pre)contractual or legitimate interest);
- process comments or posts (legitimate interest);
- register and send newsletters to which you subscribe (consent);
- marketing purposes (consent or legitimate interest);
- registration, authentication and administration of user accounts (contractual);
- license monitoring purposes (legitimate interest);
- provision of demo products and services as well as trials (also from third parties) for marketing purposes (contractual and legitimate interest);
- analysis purposes in order to improve our products and services (legitimate interest);
- tailor our website content and experience to your interests (consent or legitimate interest);
- maintain the security of our websites, platforms, applications as well other products and services (legitimate interest);
- comply with legal and regulatory requirements and requests (legal obligation);
- establish, exercise and defend legal claims (legitimate interest).
Respond to requests
We may collect your personal data in order to process your request,
addressed to us via chat functions, contact forms or other means.
Relevant personal data: name, email address, postal address, telephone number, company, country, content of request, date of request, and other data you may disclose to us.
Newsletters
You can sign up for our newsletters. The newsletters provide you with information about current trends and event highlights in the IT industry, special offers, new products, services and important dates for IT decision makers. We require your email address for the registration.
In certain regions, we may send you a confirmation email after you have completed the registration form. In such a case the registration is not activated until you have clicked on the link in the confirmation email.
If you register to our newsletters, we may include individual tracking technologies in our newsletters, with which we can recognize when the newsletter sent to you was accessed or opened and individualize the links in the newsletter to determine when you clicked on which link.
You can unsubscribe from the newsletters at any time. Simply use the unsubscribe link which is found at the end of every email or send an email to info.global@softwareone.com.
Relevant personal data: email address, name, other information in the registration form, opened newsletter or not, date/time of opening the newsletter, how many times the newsletter was accessed, links clicked.
Creation and administration of user accounts
In order to make use of our services and products, you may be requested to register and maintain a user account with us.
Relevant personal data: name, address, company name, telephone number, email address, time and date of registration, logins, passwords, usage data.
Analysis of usage data for statistical purposes
We may process your usage data in order to analyze it for statistical purposes and to improve our products and services.
Relevant personal data: content, date and time of
visit, volume of data transmitted, access status, information about
your web browser and operating system, referral link that indicates
from which website you arrived, IP address, which is anonymized in
such a way that it is no more possible to trace it back to
you.
The protocol data is only analyzed in an anonymized manner.
Cookies and other similar technologies
We may use cookies and similar technologies (for simplicity reasons,
hereinafter referred to as cookies), when you use our websites,
platforms, applications as well as other products and services.
Our cookie banner and consent management system show you a list of
the cookies we use, including their provider, purpose, description
and other relevant information. In the default setting, only the
essential cookies are enabled. Via the consent management system,
you can determine whether you allow the setting of additional
cookies or not. You can adjust your preferences at any time via the
consent management system.
Website Analysis
We use web analysis tools for the appropriate design of our websites and in order to identify and count returning visitors. These tools generate usage files on the basis of pseudonyms. To this purpose, cookies are being used according to the description in our consent management tool.
We also use the following functions to quantify the traffic:
We enrich the pseudonymous data with other data provided by
third-party providers. This enables us to capture the demographic
characteristics of our visitors, for example information about their
age, sex and place of residence.
Tracking and retargeting technologies for marketing purposes
We use (cross-device) tracking technologies so that we can display targeted advertising outside of our website and determine how effective our advertising is.
How does the tracking work?
When you visit or use our websites, platforms, applications as well
as other products and services, it is possible that the third-party
providers listed in our consent management system access your
browser or your end device (for example a so-called browser
fingerprint), analyze your IP address, store and/or read recognition
characteristics on your end device or gain access to individual
tracking pixels.
The third-party providers may use the individual characteristics to recognize your end device on other websites. We can instruct the respective third-party providers to display advertising that is based on the visit or use of our websites, platforms, applications or other products and services.
What does cross-device tracking mean?
If you register with the third-party provider using your own user data, the respective recognition characteristics of different browsers and end devices can be lined with each other. If the third-party provider generated a separate characteristic for the laptop, desktop or the smartphone or tablet you use, these individual characteristics can be associated with each other as soon as you use a service of the third-party provider with your login information. This way, the third-party provider can effectively manage our advertising campaigns across different end device.
As a customer, business partner and interested party
Description of data processing
We may process your personal data in particular for the following purposes (and legal grounds):
- communicate with you and process as well as respond to your request ((pre)contractual or legitimate interest);
- register and send the newsletter to which you subscribe (consent) via other media than described in section “As a user of our websites, platforms, applications and other products or services” (consent);
- fulfill and execute your product purchase and use of services (contractual or legitimate interest);
- license monitoring purposes (legitimate interest);
- marketing purposes; to provide you with personalized information about our products and services as well as conduct market research and satisfaction surveys (consent or legitimate interest);
- credit checks on customers, which involve credit agencies ((pre)contractual or legitimate interest);
- assessment and screening, including due diligence purposes (also in mergers & acquisitions) (legitimate interest or legal obligation);
- corporate transactions purposes, such as during a sale of a (part of) business, or any restructure, merger, joint venture, or other disposition of our business, assets, or stock or similar proceedings (legitimate interest or legal obligation);
- comply with legal and regulatory requirements and requests (legal obligation);
- establish, exercise and defend legal claims (legitimate interest).
Respond to requests
We may collect your personal data in order to process your request. In certain regions outside EU/EEA/UK/Switzerland, we may also process your personal data in order to provide you with personalized information about our products and services as well as conduct market research and satisfaction surveys. In such case, you have the right to object to such processing. More information on how to exercise your right can be found in section “Contact for Data Protection Requests”
Relevant personal data: name, email address, postal address, telephone number, company, country, content of request, date of request, and other data you may disclose to us.
Newsletters
You can sign up for our newsletters. The newsletters provide you with information about current trends and event highlights in the IT industry, special offers, new products, services and important dates for IT decision makers. We require your email address for the registration.
In certain regions, we may send you a confirmation email after you have completed the registration form. In such a case the registration is not activated until you have clicked on the link in the confirmation email.
If you register to our newsletters, we may include individual tracking technologies in our newsletters, with which we can recognize when the newsletter sent to you was accessed or opened and individualize the links to determine when you clicked on which link.
You can unsubscribe from the newsletters at any time. Simply use the unsubscribe link which is found at the end of every email or send an email to info.global@softwareone.com.
Relevant personal data: email address, name, other information in the registration form, opened newsletter or not, date/time of opening the newsletter, how many times the newsletter was accessed, links clicked.
Product purchase or use of our services
In order to purchase and use our products and services, we may process your personal data. For more detailed description of the performed data processing, please see our executed agreements and other documents related to data protection.
In certain regions and in particular in EU/EEA/UK/Switzerland, we may also process your personal data in order to provide you with personalized information about our products and services as well as conduct market research and satisfaction surveys. In such case, you have the right to object to such processing. More information on how to exercise your right can be found in section “Contact for Data Protection Requests”
Relevant personal data: name, address, company name, telephone number, email address, time and date of registration, usage data, respective product or service.
Data retention
Unless we have not already provided you with specific information about the retention of your personal data, we retain your data as long as this is necessary to fulfill the purposes for which it has been collected. Data, which is no longer required, will be deleted, provided that there are no legal storage and documentation obligations that would require a longer retention.
Data recipients
We may disclose your personal data to parties in order to fulfil the purposes
described in this Statement.
Due to SoftwareOne’s international group structure, certain departments and
persons require on a need-to-know basis to process your personal data. For all
intragroup data access and transfers, we comply with applicable data protection
requirements.
Furthermore, trusted third party service providers contracted by SoftwareOne may also receive data for the aforementioned purposes. In particular, these are inter alia, service providers who support us with regards to order fulfillment, payment/billing, customer service, finance, auditing, fraud detection, IT services, communication, hosting, logistics, email delivery, marketing, sales, data analysis, event management, training, surveys, printing, archive, advisory and consulting services.
SoftwareOne may disclose your data to further recipients, such as private as well as public entities and institutions, including law enforcement, data protection authorities, tax authorities, credit agencies, debt collectors, banks, courts, hotels or other companies insofar as there is a legal basis for such disclosure.
SoftwareOne only shares your data to recipients outside SoftwareOne, if there is a legal basis for the data transfer and appropriate data transfer mechanisms are implemented. For more information, you may contact us as described in section “Contact for Data Protection Requests”.
Data transfers to third countries
We may transfer your personal data to third countries (e.g., countries that require additional safeguards by applicable data protection regulations) only and insofar as this is necessary or required for the fulfilment of the purposes described in this Statement, there is a legal basis for the data transfer and appropriate data transfer mechanisms are implemented.
SoftwareOne AG is headquartered in Switzerland. According to the EU Commission, Switzerland is a country that offers an adequate level of protection.
Your rights
You may have the right to:
- access your data as well as receive a copy of your data;
- rectification and erasure;
- restriction of processing;
- data portability;
- object, if the data is processed pursuant to the legitimate interests of SoftwareOne;
- lodge a complaint with a supervisory authority if you believe that the processing of your personal data infringes applicable data protection regulations.
Contact for data protection requests
In case of questions related to data protection, requests for further information or complaints please contact us at:
SoftwareOne | Legal - Department Data protection
Data protection officer
Our data protection officer for the EU/EEA, Switzerland and the UK is:
FIRST PRIVACY GmbH
Konsul-Smidt-Straße 88
28217 Bremen, Germany
Data protection Code of Conduct
SoftwareOne AcadCloud adheres to the 'GEANT Data Protection Code of Conduct' as
published in: