Privacy Information for End Users
The protection and security of your personal data are important to us. With this privacy information, we would like to provide you with tansparent and comprehensible information about data processed when using our platform. In this document, you will learn which personal data is processed by us on behalf of your employer, for what purpose this is done and which rights you have with regard to your personal data.
First and foremost, we want to clarify that as data processor, we only process personal data of end-users on behalf of your employer. Your employer is data controller within the meaning of the GDPR.
Therefore, your employer is responsible for ensuring compliance with data protection regulations and should be your primary point of contact for any data protection related inquiries . However, as transparency in the handling of your personal data is important to us, we will kindly answer your questions or address any concerns you may have regarding the processing of your personal data. Our data protection officer can be reached at datenschutz@hotelkit.net and will be able to assist you with any questions related to data protection.
1. Categories of data processed
The platform stores certain basic data within the user profile in a structured manner. Additionally, users have the option to voluntarily add further content. These pieces of information can be modified or removed at any time through the account settings. In order to technically provide the platform, some technical data is collected in an automatic manner. Specifically, the following categories of data are processed during your usage:
Basic data:
- Full name
- Position in the company and affiliation to departments in the company
- Professional contact information
- Date and time of the last access
Voluntary profile data:
- Profile picture / photo
- Date of birth
- Absence information
Technical data:
- IP address (Internet access code) from which the platform is accessed
- Browser and device information
- Amount of data sent
- Server Access
- Login Time
- Creation time of the User
- Date and time of last Access
Other:
- Correspondences (texts of messages, handovers, comments etc.)
2. Purposes of processing
We process your personal data on the behalf of your employer for the purpose of carrying out the contractual relationship with your employer. Your employer has decided to use our platform, which provides for optimizing internal communication, knowledge management and improving operational processes. In order for this to function both in terms of content and technically, the processing of the above information is necessary.
3. Transmission of your personal data
As processor, we are only allowed to disclose personal data to third parties based on your employer's instructions or in case of a legal obligation. In the contract with your employer, we have also agreed that we may use additional service providers (subprocessors) to perform our services, subject to approval from your employer. Therefore, data may be shared with subprocessors if it is necessary for the fulfillment of our contract with your employer.
Beyond that, however, the deposited information will not be passed on to any other persons.
Within the platform, basic data and some voluntary profile data of an account are visible to those users who are active in the same networks. The visibility of the profile picture can be set in the account settings. Correspondence and content of posts are visible to the individually designated recipients and recipient groups accordingly.
4. Retention period
As a processor, we are obliged to delete or return personal data to your employer upon termination of the contract. Generally, data is stored for the duration of the contractual relationship, as well as for a period of seven years beyond that, insofar as it is specifically required for compliance with corporate and tax retention obligations to which we are subject.
5. How secure is my data with hotelkit?
Hotelkit implements extensive technical and organizational measures to ensure the security of your data. These include protection against intentional manipulation, loss, destruction or unauthorized access by third parties. These security measures are constantly reviewed, aligned with current standards and regularly improved.
6. Data subject rights
The GDPR provides you with a number of data subject rights. Your employer, as data controller, is solely responsible for any inquiries regarding data subject rights. If you wish to exercise your rights, please direct your request directly to your employer.
7. Automated decision making according to Article 22 of the GDPR
Automated decision-making based on the personal data collected does not take place.
8. Updating of the data privacy information
We reserve the right to make changes to this privacy information at any time. The privacy information is regularly updated and any changes will be published on the website.