Privacy Policy Privacy Policy

Privacy Policy

Effective date: 01.03.2025

Controller DOitNAU gUG Bahnhofstraße 99084 Erfurt Authorized representative: Christopher Kutzner Email: contact@doitnau.cc Imprint: doitnau.cc/de/impressum

Overview of Processing Activities The following overview summarizes the types of data processed and the purposes of their processing, and refers to the affected data subjects.

Types of Data Processed

  • Inventory data

  • Payment data

  • Contact data

  • Content data

  • Contract data

  • Usage data

  • Metadata, communication, and procedural data

  • Log data

  • Member data

Categories of Data Subjects

  • Service recipients and clients

  • Interested parties

  • Communication partners

  • Users

  • Members

  • Business and contractual partners

Purposes of Processing

  • Provision of contractual services and fulfillment of contractual obligations

  • Communication

  • Security measures

  • Office and organizational procedures

  • Organizational and administrative procedures

  • Feedback

  • Provision of our online services and user-friendliness

  • Information technology infrastructure

  • Public relations

  • Business processes and economic procedures

Relevant Legal Bases

Relevant Legal Bases under the GDPR The following provides an overview of the legal bases under the GDPR on which we process personal data. Please note that, in addition to the provisions of the GDPR, national data protection regulations may apply in your or our country of residence or business. If other specific legal bases are applicable in individual cases, we will inform you of these in the privacy policy.

  • Consent (Art. 6 para. 1 sentence 1 lit. a) GDPR) - The data subject has given consent to the processing of personal data concerning them for one or more specific purposes.

  • Performance of a contract and pre-contractual inquiries (Art. 6 para. 1 sentence 1 lit. b) GDPR) - Processing is necessary for the performance of a contract to which the data subject is a party or to take steps at the request of the data subject prior to entering into a contract.

  • Legal obligation (Art. 6 para. 1 sentence 1 lit. c) GDPR) - Processing is necessary for compliance with a legal obligation to which the controller is subject.

  • Legitimate interests (Art. 6 para. 1 sentence 1 lit. f) GDPR) - Processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data.

  • Membership contract (Articles of Association) (Art. 6 para. 1 sentence 1 lit. b) GDPR).

National Data Protection Regulations in Germany In addition to the data protection regulations of the GDPR, national data protection regulations apply in Germany. This includes, in particular, the Federal Data Protection Act (Bundesdatenschutzgesetz – BDSG). The BDSG contains special regulations on the right to information, the right to deletion, the right to object, the processing of special categories of personal data, processing for other purposes, and transfer as well as automated decision-making in individual cases including profiling. Furthermore, state data protection laws of the individual federal states may apply.

Note on GDPR and Swiss Data Protection Act (DSG) These data protection notices serve to provide information according to both the Swiss DSG and the General Data Protection Regulation (GDPR). Therefore, please note that, for broader spatial application and clarity, the terms of the GDPR are used. Specifically, instead of the terms "processing" of "personal data," "overriding interest," and "particularly sensitive personal data" used in the Swiss DSG, the terms "processing" of "personal data" as well as "legitimate interest" and "special categories of data" used in the GDPR are applied. The legal meaning of the terms, however, remains determined by the Swiss DSG within its scope of application.

Security Measures We take appropriate technical and organizational measures to ensure a level of security appropriate to the risk, considering the state of the art, implementation costs, and the nature, scope, context, and purposes of processing as well as the varying likelihood and severity of the risk to the rights and freedoms of natural persons.

These measures include, in particular, safeguarding the confidentiality, integrity, and availability of data by controlling physical and electronic access to the data as well as access, input, transmission, securing availability, and segregation of the data. We also have procedures in place that ensure the exercise of data subjects' rights, data deletion, and response to data threats. Furthermore, we consider the protection of personal data already during the development or selection of hardware, software, and procedures, following the principle of data protection through technology design and through data protection-friendly default settings.

Transfer of Personal Data In the course of our processing of personal data, it may happen that data is transferred to other entities, companies, legally independent organizational units, or persons, or disclosed to them. Recipients of this data may include service providers tasked with IT tasks or providers of services and content that are integrated into a website. In such cases, we comply with the legal requirements and conclude appropriate contracts or agreements with the recipients of your data to protect your data.

International Data Transfers

Data processing in third countries: If we process data in a third country (i.e., outside the European Union (EU), the European Economic Area (EEA)) or if the processing occurs as part of the use of third-party services or the disclosure or transfer of data to other persons, entities, or companies, this is done only in accordance with legal requirements. If the data protection level in the third country has been recognized by an adequacy decision (Art. 45 GDPR), this serves as the basis for the data transfer. Otherwise, data transfers will only occur if the data protection level is otherwise secured, particularly through standard contractual clauses (Art. 46 para. 2 lit. c) GDPR), explicit consent, or in the case of contractual or legally required transfer (Art. 49 para. 1 GDPR). Otherwise, we will inform you of the legal basis for the third-country transfer with the individual providers from the third country, with the adequacy decisions being given priority. Information on third-country transfers and existing adequacy decisions can be found on the European Commission's information portal: EU Commission Information on Data Transfers. Under the so-called "Data Privacy Framework" (DPF), the European Commission has also recognized the data protection level for certain companies in the USA as secure by the adequacy decision of 10.07.2023. The list of certified companies and more information about the DPF can be found on the US Department of Commerce's website at Data Privacy Framework (in English). We inform you in our privacy notices which service providers we use are certified under the Data Privacy Framework.

General Information on Data Storage and Deletion We delete personal data that we process in accordance with legal requirements as soon as the underlying consent is revoked or no further legal basis for processing exists. This applies to cases where the original processing purpose ceases to exist or the data is no longer needed. Exceptions to this rule exist if legal obligations or special interests require longer retention or archiving of the data.

Specifically, data that must be retained for commercial or tax law reasons or whose storage is necessary for legal prosecution or to protect the rights of other natural or legal persons must be archived accordingly.

Our privacy notices contain additional information on the retention and deletion of data, specifically for certain processing activities.

If multiple retention periods or deletion deadlines are specified for a date, the longest period always applies.

If a period does not explicitly begin on a specific date and is at least one year, it automatically starts at the end of the calendar year in which the triggering event occurred. In the case of ongoing contractual relationships where data is stored, the triggering event is the time of the effective termination or other ending of the legal relationship.

Data that is no longer needed for the original intended purpose but is retained due to legal requirements or other reasons is processed exclusively for the reasons that justify its retention.

Further Information on Processing Activities, Procedures, and Services:

  • Retention and Deletion of Data: The following general periods apply to the retention and archiving of data under German law:

    • 10 years - Retention period for books and records, annual financial statements, inventories, management reports, opening balance sheets, and the necessary instructions and other organizational documents for understanding them (§ 147 para. 1 no. 1 in conjunction with para. 3 AO, § 14b para. 1 UStG, § 257 para. 1 no. 1 in conjunction with para. 4 HGB).

    • 8 years - Booking vouchers, such as invoices and cost receipts (§ 147 para. 1 no. 4 and 4a in conjunction with para. 3 sentence 1 AO and § 257 para. 1 no. 4 in conjunction with para. 4 HGB).

    • 6 years - Other business documents: received trade or business letters, copies of sent trade or business letters, other documents significant for taxation, such as hourly wage slips, business calculation sheets, costing documents, price quotations, as well as payroll documents, as long as they are not booking vouchers and cash register receipts (§ 147 para. 1 no. 2, 3, 5 in conjunction with para. 3 AO, § 257 para. 1 no. 2 and 3 in conjunction with para. 4 HGB).

    • 3 years - Data required to consider potential warranty and compensation claims or similar contractual claims and rights, as well as related inquiries based on past business experiences and common industry practices, are stored for the duration of the regular statutory limitation period of three years (§§ 195, 199 BGB).

Rights of Data Subjects Rights of Data Subjects under the GDPR: As a data subject under the GDPR, you have various rights, which are particularly derived from Articles 15 to 21 GDPR:

  • Right to object: You have the right, for reasons arising from your particular situation, to object at any time to the processing of your personal data, which is based on Article 6 para. 1 lit. e or f GDPR, including profiling based on those provisions. If your personal data is processed for direct marketing purposes, you have the right to object at any time to the processing of your personal data for such marketing, including profiling to the extent that it is related to such direct marketing.

  • Right to withdraw consent: You have the right to withdraw consents given at any time.

  • Right of access: You have the right to obtain confirmation as to whether or not personal data concerning you is being processed, and, where that is the case, access to the personal data and further information and a copy of the data, in accordance with the legal requirements.

  • Right to rectification: You have the right to request the completion of incomplete data or the rectification of inaccurate data concerning you, in accordance with the legal requirements.

  • Right to erasure and restriction of processing: You have the right, in accordance with the legal requirements, to request that data concerning you be erased without undue delay, or alternatively, to request a restriction of the processing of the data in accordance with the legal requirements.

  • Right to data portability: You have the right to receive the data concerning you, which you have provided to us, in a structured, commonly used, and machine-readable format, or to request its transmission to another controller, in accordance with the legal requirements.

  • Right to lodge a complaint with a supervisory authority: Without prejudice to any other administrative or judicial remedy, you have the right to lodge a complaint with a supervisory authority, particularly in the Member State of your habitual 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.

Performance of Tasks According to the Articles of Association or Rules of Procedure We process the data of our members, supporters, interested parties, business partners, or other persons (collectively "data subjects") when we have a membership or other business relationship with them and perform our tasks, as well as when recipients of benefits and donations. Moreover, we process the data of data subjects based on our legitimate interests, for example, in administrative tasks or public relations.

The data processed in this context, the type, scope, and purpose, as well as the necessity of their processing, are determined by the underlying membership or contractual relationship, from which the necessity of data provision also arises (otherwise, we point out required data).

We delete data that is no longer necessary for the performance of our statutory and business purposes. This is determined according to the respective tasks and contractual relationships. We retain the data for as long as it may be relevant for business processing, as well as in terms of any warranty or liability obligations based on our legitimate interests in their regulation. The necessity of data retention is regularly reviewed; otherwise, the statutory retention obligations apply.

  • Types of Data Processed: Inventory data (e.g., full name, address, contact information, customer number, etc.); contact data (e.g., postal and email addresses or phone numbers); contract data (e.g., contract subject, term, customer category); member data (e.g., personal data such as name, age, gender, contact information (email address, phone number), membership number, information about membership fees, participation in events, etc.).

  • Data Subjects: Members.

  • Purposes of Processing: Communication; organizational and administrative procedures.

  • Retention and Deletion: Deletion as per the information provided in the section "General Information on Data Storage and Deletion".

  • Legal Bases: Legitimate interests (Art. 6 para. 1 sentence 1 lit. f) GDPR); membership contract (Articles of Association) (Art. 6 para. 1 sentence 1 lit. b) GDPR).

Business Services

We process data from our contractual and business partners, such as customers and interested parties (collectively referred to as "contractual partners"), within the framework of contractual and comparable legal relationships, as well as related measures and communication with the contractual partners (or pre-contractually), for instance, to respond to inquiries.

We use this data to fulfill our contractual obligations. This includes, in particular, the obligations to provide the agreed services, any update obligations, and remedies for warranty and other performance issues. In addition, we use the data to protect our rights and for the purposes of administrative tasks and corporate organization related to these obligations. Furthermore, we process the data based on our legitimate interests in proper and economic business management, as well as security measures to protect our contractual partners and our business operations from misuse, threats to their data, secrets, information, and rights (e.g., involvement of telecommunications, transport, and other auxiliary services, as well as subcontractors, banks, tax and legal advisors, payment service providers, or tax authorities). Within the scope of applicable law, we only transfer the data of contractual partners to third parties to the extent necessary for the aforementioned purposes or to fulfill legal obligations. Contractual partners are informed about further forms of processing, such as for marketing purposes, within this privacy policy.

Which data is necessary for the aforementioned purposes is communicated to the contractual partners before or during the data collection process, e.g., in online forms, through special markings (e.g., colors) or symbols (e.g., asterisks), or personally.

We delete the data after the expiry of statutory warranty and comparable obligations, i.e., generally after four years, unless the data is stored in a customer account, for instance, as long as it must be retained for legal archival reasons (e.g., for tax purposes, usually ten years). Data disclosed to us by the contractual partner within the framework of an order is deleted according to the specifications and generally after the end of the order.

  • Types of Data Processed: Inventory data (e.g., full name, address, contact information, customer number, etc.); payment data (e.g., bank details, invoices, payment history); contact data (e.g., postal and email addresses or phone numbers); contract data (e.g., contract subject, term, customer category); usage data (e.g., page views and dwell time, click paths, usage intensity and frequency, device types and operating systems used, interactions with content and functions); meta-, communication, and procedural data (e.g., IP addresses, timestamps, identification numbers, involved persons).

  • Data Subjects: Service recipients and clients; interested parties; business and contractual partners.

  • Purposes of Processing: Provision of contractual services and fulfillment of contractual obligations; security measures; communication; office and organizational procedures; organizational and administrative procedures; business processes and economic procedures.

  • Retention and Deletion: Deletion as per the information provided in the section "General Information on Data Storage and Deletion".

  • Legal Bases: Performance of contracts and pre-contractual inquiries (Art. 6 para. 1 sentence 1 lit. b) GDPR); legal obligation (Art. 6 para. 1 sentence 1 lit. c) GDPR); legitimate interests (Art. 6 para. 1 sentence 1 lit. f) GDPR).

Further Information on Processing Activities, Procedures, and Services:

  • Online shop, order forms, e-commerce, and delivery: We process the data of our customers to enable them to select, purchase, or order the chosen products, goods, and associated services, as well as their payment and delivery or execution. If necessary for order execution, we use service providers, particularly postal, forwarding, and shipping companies, to carry out the delivery or execution on behalf of our customers. For the processing of payment transactions, we use the services of banks and payment service providers. The required information is marked as such within the order or similar acquisition process and includes the information necessary for delivery, provision, and billing, as well as contact information to be able to make any necessary inquiries; legal bases: performance of contracts and pre-contractual inquiries (Art. 6 para. 1 sentence 1 lit. b) GDPR).

Provision of the Online Offer and Web Hosting

We process user data in order to be able to provide them with our online services. For this purpose, we process the user's IP address, which is necessary to transmit the content and functions of our online services to the user's browser or end device.

  • Types of Data Processed: Usage data (e.g., page views and duration of visit, click paths, usage intensity and frequency, types of devices and operating systems used, interactions with content and functions); meta-, communication, and procedural data (e.g., IP addresses, timestamps, identification numbers, involved persons); log data (e.g., log files related to logins or data retrieval or access times).

  • Data Subjects: Users (e.g., website visitors, users of online services).

  • Purposes of Processing: Provision of our online offer and user-friendliness; information technology infrastructure (operation and provision of information systems and technical devices (computers, servers, etc.)); security measures.

  • Retention and Deletion: Deletion as per the information provided in the section "General Information on Data Storage and Deletion".

  • Legal Bases: Legitimate interests (Art. 6 para. 1 sentence 1 lit. f) GDPR).

Further Information on Processing Activities, Procedures, and Services:

  • Collection of Access Data and Log Files: Access to our online offer is logged in the form of so-called "server log files". Server log files may include the address and name of the retrieved web pages and files, date and time of retrieval, data volumes transferred, notification of successful retrieval, browser type and version, the user's operating system, referrer URL (the previously visited page), and, as a rule, IP addresses and the requesting provider. The server log files may be used for security purposes, e.g., to avoid overloading the servers (particularly in the case of misuse attacks, such as DDoS attacks), and to ensure the stability of the servers; legal bases: legitimate interests (Art. 6 para. 1 sentence 1 lit. f) GDPR). Data deletion: Log file information is stored for a maximum of 30 days and then deleted or anonymized. Data whose further retention is required for evidentiary purposes are exempt from deletion until the respective incident is finally resolved.

Use of Cookies

The term "cookies" refers to functions that store and retrieve information on users' end devices. Cookies can also be used for various purposes, such as ensuring the functionality, security, and comfort of online offers, as well as creating analyses of visitor flows. We use cookies in accordance with legal requirements. To do this, we obtain the users' consent in advance, if necessary. If consent is not necessary, we rely on our legitimate interests. This applies when storing and retrieving information is essential to provide explicitly requested content and functions. This includes, for example, storing settings and ensuring the functionality and security of our online offer. Consent can be withdrawn at any time. We provide clear information about their scope and which cookies are used.

Notes on Legal Bases under Data Protection Law: Whether we process personal data using cookies depends on consent. If consent is given, it serves as the legal basis. Without consent, we rely on our legitimate interests, as explained above in this section and in the context of the respective services and procedures.

Storage Duration: Regarding the storage duration, the following types of cookies are distinguished:

  • Temporary cookies (also: session cookies): Temporary cookies are deleted at the latest after a user leaves an online offer and closes their end device (e.g., browser or mobile application).

  • Permanent cookies: Permanent cookies remain stored even after the end device is closed. For example, the login status can be saved, and preferred content can be displayed directly when the user visits a website again. Similarly, the user data collected using cookies can be used for reach measurement. Unless we provide users with explicit information about the type and storage duration of cookies (e.g., as part of obtaining consent), they should assume that these are permanent and can have a storage duration of up to two years.

General Information on Withdrawal and Objection (Opt-out): Users can withdraw their consents at any time and also object to processing in accordance with legal requirements, including using the privacy settings of their browser.

  • Types of Data Processed: Meta-, communication, and procedural data (e.g., IP addresses, timestamps, identification numbers, involved persons).

  • Data Subjects: Users (e.g., website visitors, users of online services).

  • Legal Bases: Legitimate interests (Art. 6 para. 1 sentence 1 lit. f) GDPR); consent (Art. 6 para. 1 sentence 1 lit. a) GDPR).

Further Information on Processing Activities, Procedures, and Services:

  • Processing of Cookie Data Based on Consent: We use a consent management solution to obtain the users' consent for the use of cookies or for the procedures and providers mentioned within the framework of the consent management solution. This procedure is used to obtain, log, manage, and withdraw consents, particularly with regard to the use of cookies and comparable technologies that are used to store, read, and process information on the users' end devices. In the context of this procedure, the users' consents are obtained for the use of cookies and the associated processing of information, including the specific processing and providers mentioned in the consent management procedure. Users also have the option to manage and withdraw their consents. The consent declarations are stored to avoid repeated requests and to be able to provide proof of consent in accordance with legal requirements. The storage is done server-side and/or in a cookie (so-called opt-in cookie) or by using comparable technologies to assign the consent to a specific user or their device. Unless specific information about the providers of consent management services is available, the following general information applies: The duration of storage of the consent is up to two years. A pseudonymous user identifier is created, which is stored along with the time of consent, information about the scope of consent (e.g., relevant categories of cookies and/or service providers), as well as information about the browser, system, and the end device used; legal bases: consent (Art. 6 para. 1 sentence 1 lit. a) GDPR).

Contact and Inquiry Management

When contacting us (e.g., by post, contact form, email, telephone, or via social media) and within the scope of existing user and business relationships, the details of the requesting persons are processed, insofar as this is necessary to respond to the contact requests and any requested measures.

  • Types of Data Processed: Inventory data (e.g., full name, address, contact information, customer number, etc.); contact data (e.g., postal and email addresses or phone numbers); content data (e.g., textual or image-based messages and contributions as well as the information concerning them, such as details of authorship or the time of creation); usage data (e.g., page views and duration of visit, click paths, usage intensity and frequency, types of devices and operating systems used, interactions with content and functions); meta-, communication, and procedural data (e.g., IP addresses, timestamps, identification numbers, involved persons).

  • Data Subjects: Communication partners.

  • Purposes of Processing: Communication; organizational and administrative procedures; feedback (e.g., collecting feedback via online form); provision of our online offer and user-friendliness.

  • Retention and Deletion: Deletion as per the information provided in the section "General Information on Data Storage and Deletion".

  • Legal Bases: Legitimate interests (Art. 6 para. 1 sentence 1 lit. f) GDPR); performance of contracts and pre-contractual inquiries (Art. 6 para. 1 sentence 1 lit. b) GDPR).

Further Information on Processing Activities, Procedures, and Services:

  • Contact Form: When contacting us via our contact form, by email, or other communication channels, we process the personal data transmitted to us to respond to and handle the respective inquiry. This generally includes information such as name, contact information, and possibly other information that is communicated to us and is necessary for appropriate processing. We use this data exclusively for the specified purpose of contact and communication; legal bases: performance of contracts and pre-contractual inquiries (Art. 6 para. 1 sentence 1 lit. b) GDPR), legitimate interests (Art. 6 para. 1 sentence 1 lit. f) GDPR).

Presences in Social Networks (Social Media)

We maintain online presences within social networks and process user data in this context to communicate with the users active there or to offer information about us.

We would like to point out that user data may be processed outside the European Union. This can result in risks for users because it could make it more difficult to enforce their rights.

Furthermore, user data within social networks is usually processed for market research and advertising purposes. For example, usage profiles can be created based on users' behavior and interests. These usage profiles may, in turn, be used to place advertisements inside and outside the networks that presumably correspond to the users' interests. Therefore, cookies are usually stored on the users' computers in which the usage behavior and interests of the users are stored. Additionally, data can also be stored in the usage profiles independently of the devices used by the users (especially if they are members of the respective platforms and are logged in there).

For a detailed presentation of the respective processing forms and the options for objection (opt-out), we refer to the privacy policies and information of the operators of the respective networks.

Even in the case of information requests and the assertion of data subject rights, we point out that these can be most effectively asserted with the providers. Only the providers have access to the users' data and can directly take appropriate measures and provide information. Should you still need assistance, you can contact us.

  • Types of Data Processed: Contact data (e.g., postal and email addresses or phone numbers); content data (e.g., textual or image-based messages and contributions as well as the information concerning them, such as details of authorship or the time of creation); usage data (e.g., page views and duration of visit, click paths, usage intensity and frequency, types of devices and operating systems used, interactions with content and functions).

  • Data Subjects: Users (e.g., website visitors, users of online services).

  • Purposes of Processing: Communication; feedback (e.g., collecting feedback via online form); public relations.

  • Retention and Deletion: Deletion as per the information provided in the section "General Information on Data Storage and Deletion".

  • Legal Bases: Legitimate interests (Art. 6 para. 1 sentence 1 lit. f) GDPR).

Further Information on Processing Activities, Procedures, and Services:

  • Instagram: Social network, allows sharing of photos and videos, commenting and favoriting posts, sending messages, subscribing to profiles and pages; service provider: Meta Platforms Ireland Limited, Merrion Road, Dublin 4, D04 X2K5, Ireland; legal bases: legitimate interests (Art. 6 para. 1 sentence 1 lit. f) GDPR); website: https://www.instagram.com; privacy policy: https://privacycenter.instagram.com/policy/; basis for third-country transfers: Data Privacy Framework (DPF).

Created with the free privacy policy generator from Dr. Thomas Schwenke.