Privacy Policy
Privacy Policy Website
General
We, HalloPetra GmbH (hereinafter: " We " or " HalloPetra "), would like to inform you about the processing of personal data when you visit our website, use our virtual voice assistant "HalloPetra" and when you contact us for business purposes.
The terms used below have the same meaning as in the General Data Protection Regulation (Regulation (EU) 2016/679; hereinafter: " GDPR ").
Data controller
The body responsible for the processing of personal data within the meaning of Art. 4 No. 7 GDPR is
HelloPetra GmbH
Milastraße 5, 10437 Berlin, Germany
Email: info@hallopetra.de
Rights of those affected
You have the following rights regarding the processing of your personal data and can assert them against us at any time:
Pursuant to Art. 15 GDPR, you have the right to request information about the data we process. In particular, you can request information about the purposes of processing, the category of data, the categories of recipients to whom your data has been or will be disclosed, the planned storage period, the existence of a right to rectification, erasure, restriction of processing, or objection, the existence of a right to lodge a complaint, the origin of the data if it was not collected from us, and the existence of automated decision-making, including profiling, and, where applicable, meaningful information about its details.
to request the immediate correction of inaccurate or the completion of your data stored by us in accordance with Art. 16 GDPR;
to request the deletion of your data stored by us in accordance with Art. 17 GDPR, unless the processing is necessary to exercise the right to freedom of expression and information, to fulfill a legal obligation, for reasons of public interest or to assert, exercise or defend legal claims;
to request the restriction of the processing of your data in accordance with Art. 18 GDPR if you contest the accuracy of the data or if the processing is unlawful;
pursuant to Art. 20 GDPR, to receive the data you have provided to us in a structured, common and machine-readable format or to request that it be transmitted to another controller (" data portability ");
to object to the processing pursuant to Art. 21 GDPR, provided that the processing is based on Art. 6 (1) (e) or (f) GDPR. If you object, we will no longer process your personal data unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing serves to assert, exercise or defend legal claims. If your objection is directed against the processing of data for the purposes of direct marketing, we will stop processing immediately. This also applies to profiling insofar as it is related to direct marketing;
Pursuant to Art. 7 (3) GDPR, you have the right to revoke your consent at any time, if you have already given it. This means that we may no longer continue the data processing based on this consent in the future.
Pursuant to Art. 77 GDPR, you have the right to lodge a complaint with a supervisory authority. As a rule, you can contact the supervisory authority at your usual place of residence or work, or at our company headquarters.
We would like to point out that we will process your personal data in accordance with Art. 6 (1) (c) GDPR to process your request and for identification purposes.
Visit the website
When you visit our website, we collect, store and process the following categories of personal data:
Scope of data processing
When you visit our website, a so-called log file (so-called server log files) is temporarily and anonymously stored on our web server. This consists of:
1. the page from which the website was requested (so-called referrer URL),
2. the name and URL of the requested page,
3. the date and time of the call,
4. the description of the type, language and version of the web browser used,
5. the IP address of the requesting computer, which is shortened so that a personal reference can no longer be established,
6. the amount of data transferred,
7. the browser,
8. the operating system,
9. the message whether the call was successful (access status/Http status code),
9. the GMT time zone difference.
10. Purpose of data processing
Storing log data for the duration of the session is necessary to display our website to you. This processing also serves to ensure the continued functionality and security of our websites and information technology systems.
Legal basis for data processing
The legal basis for the processing of log data is Art. 6 (1) (f) GDPR with our legitimate interest in achieving the stated purposes.
Recipient of the data
We use external service providers to operate the website, who process personal data strictly in accordance with our instructions and on the basis of a data processing agreement pursuant to Art. 28 GDPR. We use the following service provider to host the website: Framer BV, Rozengracht 207, 1016LZ, Amsterdam.
Storage period
The log data will be stored for a period of 30 days and then deleted; unless, in exceptional circumstances, it must be retained for a longer period to track an identified attack.
1. On our websites we use
Google Tag Manager, provided by Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland. GTM itself does not set cookies and does not process any personal data; it is used solely to centrally display and manage other tracking tags (e.g., Google Ads, Meta Pixel).
Google Ads conversion tracking (provider: Google Ireland Limited). When you click on an ad placed by Google, a conversion tracking cookie is set. These cookies expire after 30 days and are not used for personal identification. When you visit certain pages of our website, Google and we can recognize that you clicked on the ad and were redirected to that page.
We use the meta pixel of Meta Platforms Ireland Ltd., 4 Grand Canal Square, Dublin 2, Ireland. This allows us to track the behavior of visitors who came to our website via a Facebook or Instagram ad.
The purpose of data processing is the statistical evaluation of campaigns, optimization of our advertising budget and measurement of the success of advertisements, creation of target groups (custom audiences), and interest-based advertising.
The processing is based on your consent in accordance with Art. 6 (1) (a) GDPR. You can revoke your consent at any time with future effect.
Storage period: Data will be deleted as soon as it is no longer required for the purposes stated in this section or you have withdrawn your consent, unless there are statutory retention periods to the contrary.
Obligation to provide / Consequences of non-provision: The provision of your data is neither legally nor contractually required. Failure to provide your data or revoking your consent will not affect your use of our website, but may result in certain content or offers not being fully displayed.
Use of the virtual voice assistant “HalloPetra”
If you, as an end customer, contact one of our commercial customers and speak to the virtual voice assistant "HalloPetra," your personal data will be processed within the data protection jurisdiction of our respective commercial customer whom you called. The processing of personal data within the scope of using HalloPetra is generally carried out on the basis of Art. 6 (1) (b) or (f) GDPR by our respective commercial customer as the data controller, for example, to process your request or to improve accessibility.
In this context, HalloPetra GmbH acts exclusively as a processor within the meaning of Art. 28 GDPR. The data processed via the virtual voice assistant "HalloPetra" (e.g., voice content, transcripts, technical connection data) are processed on the instructions of the respective commercial customer, exclusively for the purpose specified by the customer, and are subject to the technical and organizational security measures in accordance with our data processing agreement.
If you have any questions about the purpose, scope, or duration of the processing of your data, please contact the company you called. This company is responsible for the processing of your personal data and maintains a corresponding privacy policy.
Business communication
Below we inform you about how we process general business communication data of our business partners or employees of our business partners.
Scope of data processing:
As part of our business relationship with you as a business partner or employee of a business partner, we process the data we receive from you or your employer. This particularly includes data we receive when you have contact with our employees. In this context, we process the following categories of data:
Professional contact and organizational data: e.g., last name, first name, title, academic degree, gender, name of the company you work for, department, professional email address, address, telephone number;
Data on professional circumstances: e.g. job title, tasks, activities, qualifications;
Other: In addition, we may process other data that you provide during interactions with our employees or that we have legitimately collected about you from publicly available sources (e.g. commercial registers).
Purpose of data processing:
We process your data for the purpose of establishing and executing the contractual relationship with our business partner and to fulfill legal requirements.
Legal basis for data processing:
If you are personally our business partner, the processing is carried out on the basis of Art. 6 (1) (b) GDPR for the execution or initiation of a contract.
For the purpose of fulfilling legal obligations, processing is carried out on the basis of Art. 6 (1) (c) GDPR in conjunction with legal and regulatory requirements (e.g. from tax and commercial law).
If you are an employee of one of our business partners, your data will be processed based on our overriding legitimate interests pursuant to Art. 6 (1) (f) GDPR. Our legitimate interest lies in the functioning and practical cooperation with our business partners and their employees.
Recipients of data:
Only those people who need your data for the purposes described above have access to it. Based on contracts pursuant to Art. 28 GDPR, personal data may be processed by external service providers (e.g., support, hosting, or analytics service providers). These external service providers have been carefully selected and commissioned by us. They are contractually bound to our instructions, have appropriate technical and organizational measures in place to protect the rights of the data subjects, and are regularly monitored by us.Storage period:
We will store the aforementioned data for as long as we need it for the specific processing purpose. We regularly store your data for at least the duration of our business relationship with you or the business partner you work for.
In addition, we will store certain data for the duration of statutory limitation periods (usually three years, in individual cases up to thirty years) and for as long as statutory retention periods (e.g. under the German Commercial Code or the German Tax Code) require (but usually a maximum of ten years).
Under certain circumstances, we may need to retain your data for a longer period. This is the case, for example, if, in connection with an administrative or judicial proceeding, a prohibition on data deletion is ordered for the duration of the proceedings.
Contact form
Scope of data processing:
If you use our contact form to contact us, we will process the personal data you provide.
Purpose of data processing:
The purpose of the processing is to contact you as requested and to provide the information you have requested.
Legal basis for data processing:
If the contact serves to initiate or execute a contract, the legal basis is Art. 6 (1) (b) GDPR.
If it is not a (pre)contractual purpose, the processing is based on a legitimate interest of the controller (e.g. for general communication, answering questions) according to Art. 6 (1) (f) GDPR.
Recipient of the data:
With us, only those people who need your data for the purposes described above have access to it. Based on contracts pursuant to Art. 28 GDPR, personal data may be processed by external service providers (e.g., support, hosting, or analytics providers).
Storage period:
The data will be stored for as long as necessary to answer your inquiry. If a contract is concluded, the data will be stored in accordance with the previous section. Otherwise, we will retain the data for the statutory period and then delete it.
Marketing emails
We occasionally send emails with promotional content. In this context, we generally process the following data:
Last name, first name, title;
Professional position and company affiliation;
E-mail address and
Information about whether and when the emails were opened and which content in the email was clicked on.
We send promotional emails for marketing purposes. If a business relationship already exists and our advertising relates to similar services, the legal basis is Art. 6 (1) (f) GDPR. Otherwise, we will obtain your consent in advance. In this case, the legal basis is Art. 6 (1) (a) GDPR.
You can opt out of receiving marketing emails at any time and for any reason. To do so, click the unsubscribe link included in every marketing email or contact us using the contact details above.
Social media
We operate various profiles on social media to provide information there and to be able to contact you. Please note that the respective operators of the social media may store cookies in your browser, in which your usage behavior is saved for market research and advertising purposes. These usage profiles can also be created across devices. The platform operators evaluate these usage profiles in order to show you personalized advertising. The data processing may also affect individuals who are not registered as users on the respective platform. The platform operators may also share the data with other companies and transfer it to countries outside the EU.
We receive information from the platform operator, in particular statistical evaluations, about visits to our profile. This may also contain personal data. Both we and the respective platform operator are jointly responsible for the processing of personal data in this context. A corresponding agreement for joint processing will be published by the respective platform operator. The processing of your personal data when you visit one of our profiles is based on our legitimate interests in a diverse external presentation of our company and the use of an effective information option to improve our external presentation and communication with you. The legal basis for this is Art. 6 (1) (f) GDPR. If you have given a platform operator your consent to data processing, Art. 6 (1) (a) GDPR is the legal basis.
Further information about the scope, purpose and legal basis of data processing on LinkedIn as well as your rights vis-à-vis the platform operator can be found here: https://de.linkedin.com/legal/privacy-policy
Further information about the scope, purpose and legal basis of Meta's data processing as well as your rights vis-à-vis the platform operator can be found here: https://www.facebook.com/privacy/policy/
Data security
We use appropriate technical and organizational security measures to protect your data against accidental or intentional manipulation, partial or complete loss, destruction, or unauthorized access by third parties, taking into account the state of the art, the implementation costs, and the nature, scope, context, and purpose of the processing, as well as the existing risks of a data breach (including its likelihood and impact) for the data subject. Our security measures are continuously improved in line with technological developments.
We will be happy to provide you with further information upon request. Please contact us.
Profiling
We will not use any personal data collected from you for any automated decision-making process (including profiling).
Competent supervisory authority
Responsible for the supervision of us is
Berlin Commissioner for Data Protection and Freedom of Information
Alt-Moabit 59–61, 10555 Berlin
Phone: +49 30 13889-0
Email: mailbox@datenschutz-berlin.de
