1 General
The protection and security of personal data are the most valuable asset in the digital world, which is why the u-know software has been developed in such a way that u-know GmbH only collects and uses personal data that complies with the legal provisions, in particular the General Data Protection Regulation ("GDPR") and the new Federal Data Protection Act ("BDSG").
In general, it is not necessary to enter personal data in order to use the u-know website. Personal data may be processed for the u-know services.
With this privacy policy, we provide information about the type, scope and purposes of the collection and use of personal data. This information can be accessed at any time on the u-know website.
2 Website
2.1 Hosting
The u-know website is hosted by an external service provider. The personal data collected on this website is stored on the hoster's servers. This can be e.g. IP addresses, contact requests, meta and communication data, contract data, contact details, names, website accesses and other data generated via a website.
The hoster is used for the purpose of fulfilling the contract with potential and existing customers (Art. 6 para. 1 lit. b GDPR) and in the interest of a secure and efficient provision of our online offer by a professional provider (Art. 6 para. 1 lit. f GDPR).
The external hoster will only process personal data to the extent necessary to fulfil its performance obligations and to the extent that u-know follows instructions with regard to this data. The collection of data for the provision of the website and the storage of the data in log files is absolutely necessary for the operation of the website. Consequently, there is no possibility of objection on the part of the user.
u-know uses the following hoster: Odoo S.A., Chaussee de Namur 40, 1367 Grand-Rosiere, Belgium
2.2 Order processing
A contract for order processing (DPA) has been concluded with the above-mentioned provider. This is a contract required by data protection law that ensures that the personal data of our website visitors is only processed in accordance with our instructions and in compliance with the GDPR.
For more information on data processing within the scope of the Provider's service and the privacy policy, please visit: https://www.odoo.com/privacy
3 Data Protection Officer
The controller responsible for data processing within the meaning of the GDPR, BDSG, other data protection laws applicable in the Member States of the European Union and other provisions of a data protection nature is:
u-know GmbH
Zeppelinstr. 73
81669 Munich
The company data protection officer of u-know GmbH is:
Name: Andreas H. Schmidt
E-mail address: schmidt@collegium-auditores.de
Phone: +49 (151) 10 31 05 64
Externally ordered: Yes
External company: Collegium Auditores GmbH
Wilhelmstraße 74
53721 Siegburg - Germany
4 Personal data
The term "personal data" is defined in Art. 4 No. 1 GDPR. Personal data is any information that relates to or allows conclusions to be drawn about an identified or identifiable natural person – for example, name, address, telephone number or date of birth, but also online identifiers such as IP addresses.
5 Categories of personal data
The categories of personal data may be:
- Inventory data (e.g. names, addresses)
- Contact details (e.g. e-mail, telephone/fax numbers)
- Content data (e.g. tag entries)
- Usage data (e.g. access data, usage behaviour)
- Meta/communication data (e.g. IP addresses, access data)
- Other data for applications (e.g. information on marital status, certificate of enrolment).
6 Legal basis for the processing of personal data
Insofar as u-know GmbH obtains the consent of the data subject for processing personal data, the legal basis is Art. 6 (1) (a) GDPR.
In the case of the processing of personal data that is necessary for the performance of a contract to which the data subject is a party, Art. 6 (1) (b) GDPR is the legal basis. This also applies to processing operations that are necessary for the implementation of pre-contractual measures.
Insofar as the processing of personal data is necessary for the fulfilment of a legal obligation to which u-know GmbH is subject, Art. 6 (1) (c) GDPR serves as the legal basis.
In the event that vital interests of the data subject or another natural person require the processing of personal data, Art. 6 (1) (d) GDPR shall apply as the legal basis.
If the processing is necessary to safeguard a legitimate interest of u-know or a third party and the interests, fundamental rights and freedoms of the data subject do not outweigh the first interest, Art. 6 (1) (f) GDPR serves as the legal basis for the processing.
7 Data processing when visiting the u-know website
7.1 Use of cookies
The u-know website uses cookies. Cookies are text files that are stored on the end device, either temporarily for the duration of a session (session cookies) or permanently (persistent cookies). Session cookies are automatically deleted at the end of the website visit. Persistent cookies remain stored on the end device until they are actively deleted by the user or automatically deleted by the web browser.
Many cookies are technically necessary to enable certain website functions (e.g. the shopping cart function). Other cookies are used to evaluate user behaviour or to display advertisements. Users of the u-know website have full control over the use of cookies. In some cases, cookies from third-party companies may also be stored on the device when you visit the website (third-party cookies). These enable, among other things, the use of certain services provided by the third-party company (e.g. cookies for processing payment services).
By changing the settings in the Internet browser, the transmission of cookies can be deactivated, restricted or deleted. If cookies are disabled for the u-know website, it may no longer be possible to use all functions of the website to their full extent.
The user data collected by technically necessary cookies is not used to create user profiles. The processing of personal data of technically necessary cookies is subject to the legitimate interest of Art. 6 (1) (f) GDPR.
7.2 Use of Odoo as an ERP system
7.2.1 ERP System
u-know GmbH uses the Enterprise Resource Planning (ERP) system of Odoo S.A., Chaussee de Namur 40, 1367 Grand-Rosiere, Belgium (hereinafter referred to as "Odoo") both internally and on its website. Odoo is a comprehensive software package that helps manage various business processes, including CRM, email automation, newsletters, project management, warehouse management, invoicing, accounting, and much more.
7.2.2 Purpose of data processing
The use of Odoo makes it possible to efficiently organize and optimize u-know business processes. Personal data may be processed as part of these processes. The processing of this data is carried out exclusively for the purpose of providing the u-know services effectively and in a customer-oriented manner.
7.2.3 Categories of processed data
As part of the use of Odoo, the following categories of personal data may be processed:
- Contact details (e.g. name, address, e-mail, telephone number)
- Contract data (e.g. subject matter of the contract, duration, customer category)
- Payment data (e.g. bank details, payment history)
- Other data that may arise in the course of using our services
7.2.4 Legal basis
The processing of personal data in the context of the use of Odoo is based on the legitimate interest in an efficient and effective administration of u-know business processes in accordance with Art. 6 (1) (f) GDPR.
7.2.5 Data storage and security
u-know uses high security standards to protect personal data. Odoo itself also attaches great importance to the security of data and implements appropriate technical and organizational measures for the security of personal data.
Further information on data protection at Odoo can be found in Odoo's privacy policy: https://www.odoo.com/privacy.
7.3 Videos
In order to convey u-know and its content more clearly and efficiently, videos were integrated into the website. For the best possible compliance with the GDPR, these are not hosted by a third-party provider, so there is no analysis and/or tracking in this regard.
8 Data processing when contacting us
8.1 When you contact us
- Via the contact form on the u-know website, the data entered in the input mask will be transmitted to u-know and stored. If you contact us by e-mail, the e-mail address and the data provided there will be transmitted to u-know.
- the data will be used exclusively for the processing of the conversation and the respective request. The legal basis for the processing of the data is Art. 6 (1) (a) GDPR if the user has given his consent. The legal basis for the processing of data transmitted in the course of sending an e-mail is Art. 6 (1) (f) GDPR.
- the data will be deleted as soon as they are no longer required to achieve the purpose for which they were collected and there are no statutory retention obligations to the contrary. For the personal data from the input mask of the contact form and those sent by e-mail, this is the case when the respective conversation with the user has ended.
- the conversation is terminated when it can be inferred from the circumstances that the matter in question has been conclusively clarified. The user has the possibility to withdraw his consent to the processing of personal data at any time. In certain cases, the conversation cannot be continued in the event of an objection.
8.2 Subscribe to our newsletter
For those interested, it is possible to register for the newsletter free of charge and without obligation on the u-know website. When registering, the data from the input mask is transmitted to u-know. The only mandatory information is the e-mail address. If further voluntary submissions are made, they will only be used for personal contact.
The legal basis for the processing of personal data after registration for the newsletter is Art. 6 (1) (a) GDPR if the user has given his consent. This is obtained by sending a confirmation email after subscribing to the newsletter (so-called double-opt procedure) containing a confirmation link. If this link is selected, the consent to receive the newsletter is also consented to.
When submitting to subscribe to the newsletter, the IP address as well as the date and time of registration are stored. This storage serves to be able to trace possible misuse of the e-mail address in question.
The data collected from the registration for the newsletter will be used exclusively for the purpose of sending the newsletter.
Subscription to the newsletter can be cancelled at any time. For this purpose, a corresponding link can be found in each newsletter. This also makes it possible to revoke your consent to the storage of personal data collected during the registration process.
The legal basis for sending the newsletter or e-mail automation as a result of the sale of goods or services is Section 7 (3) of the Act against Unfair Competition (UWG) and Article 6 (1) (f) of the GDPR.
8.3 Service provider of newsletters and e-mail automation
For the dispatch of the newsletter and e-mail automation, the service provider Odoo SA is commissioned within the framework of an order agreement in accordance with Art. 28 GDPR.
Odoo SA uses this information to send the messages on behalf of u-know. In addition, Odoo SA may use this data to optimise or improve its own services, e.g. for the technical optimisation of the sending and presentation of targeted messages.
However, Odoo SA does not use the data of the recipients of our messages to write to them itself or to pass them on to third parties.
Further information on data processing within the framework of the service of the is available at the following link: https://www.odoo.com/privacy.
9 Data processing for the use of u-know or for contract initiation
9.1 Orders in general
When ordering the u-know services, personal data may be processed for the processing or processing of the order. for the corresponding invoicing (Art. 6 para. 1 lit. b GDPR).
9.2 Registration
To order the u-know services, you must register as a customer. Customer accounts are not public and cannot be indexed by search engines.
As part of the registration as well as subsequent logins and use of the customer account, the IP addresses of the customers and the access times are stored in order to be able to prove the registration and to prevent any misuse of the customer account. Once an affected customer account has been terminated, the data in question will be deleted, subject to the retention of which is required by law. It is the customer's responsibility to back up their own data in the event of termination of the customer account; Legal basis: Performance of a contract and pre-contractual enquiries (Art. 6 para. 1 sentence 1 lit. b) GDPR).
9.3 Payment
For the processing of payments, personal data will be passed on to the commissioned credit institution within the scope of necessity (Art. 6 para. 1 lit. b GDPR).
In order to enable secure and easy payment processing, the processing is carried out via the payment service provider Mollie B.V., Keizersgracht 126, 1015 CW Amsterdam, The Netherlands. With Mollie, payment can be made with the most popular payment methods, including PayPal, Apple Pay, so there is a wider choice of payment options. Further information on data protection can be found as follows: https://www.mollie.com/de/privacy.
9.4 Order via the u-know website
To order via the u-know website, it is necessary to register as a customer with u-know. The following data is collected for the ordering process and registration of a customer account:
- E-mail address
- Name and surname
- Password
- Company (for business licenses)
9.5 Download the u-know application
The u-know application is available via the u-know website at https://www.u-know.ai/download.
The following data is stored separately from all other data that may be transmitted:
- Date and time of access
- Version of the app
- Operating system
- shortened/anonymized IP
- full IP address (for a maximum duration of 90 days)
- diagnostic information
This data is stored for purely technical reasons and is not associated with a specific person. The access data is used for error analysis and to ensure the security of the systems. The full IP address is stored for a maximum period of 90 days for legitimate reasons to achieve the listed purposes.
9.6 Use of the u-know application
9.6.1 In order to use the u-know application, it is technically necessary to create a customer account for which personal data is processed in accordance with Art. 6 para. 1 sentence 1 lit. a, b GDPR.
9.6.2 The following registration data is required for this:
- E-mail address
- Name and surname
- Password
9.6.3 The data entered in the customer account will be stored until the customer account or data stored there is deleted itself or deleted by means of a deletion request, unless the deletion is precluded by statutory retention periods.
9.6.4 For the integration of file storage systems (so-called "connections"), a registered customer account with the respective provider is required. u-know only stores the data that is stored by the user in the input masks for document management (so-called "tags"). u-know does not pass on the data stored by the user to third parties.
9.6.5 u-know does not read any other data or process it in any other way. In particular, u-know does not store any access data to the respective file storage systems.
10 Google re Captcha
u-know uses Google ReCAPTCHA on its website, which is provided by Google Ireland Limited (Gordon House, Barrow Street, Dublin 4, Ireland).
This is used to check whether entries on our website (e.g. in the contact form) are made by a human or by a computer program (e.g. bot).
This check takes place in the background and analyzes the behavior on the website.
The data collected for this purpose is transmitted to Google's servers. The use of Google ReCAPTCHA is based on our legitimate interest in protecting our website from spam (Art. 6 (1) (f) GDPR).
For more information, please see Google's privacy policy.
11 Use of API connections
11.1 The storage systems available for connection in u-know are automatically exchanged between the u-know API and the providers of the storage systems in order to ensure functionality.
11.2 The information received from APIs used by u-know and transmitted to other apps adheres to the user data policies of the respective API services of the providers, including restricted use requirements.
12 Storage period
Insofar as no deviating storage period has been specified within this data protection declaration, personal data will remain with u-know until the purpose for which the data processing ceases to apply. Furthermore, personal data will be deleted in the event of justified deletion requests or in the event of a revocation for data processing, unless there are other legally permissible reasons for storage (e.g. retention periods under tax or commercial law); in the latter case, the deletion will take place after these reasons have ceased to exist.
13 Rights of data subjects
13.1 As data subjects, natural persons can assert their rights as data subjects in accordance with the GDPR at any time.
13.2 u-know provides data subjects with information about whether and which personal data is processed by u-know and for what purposes (Art. 15 GDPR).
13.3 In addition, the data subject has the right to rectification (Art. 16 GDPR), the right to restriction of processing (Art. 18 GDPR), the right to erasure (Art. 17 GDPR) and the right to data portability (Art. 20 GDPR) if the respective legal requirements are met.
13.4 If the legal requirements are met, you also have the right to object to the processing (Art. 21 GDPR).
13.5 To exercise your rights above, please contact us by e-mail at privacy@u-know.ai or by post at u-know GmbH, Zeppelinstr. 73, 81669 Munich, Germany. The use of the above rights is, of course, free of charge.
13.6 Without prejudice to these rights, there is the possibility of exercising any other administrative or judicial remedy, a right to lodge a complaint with a supervisory authority, in particular in the Member State of the domicile, place of work or place of the alleged infringement, if it is considered that the processing of one's own personal data infringes data protection regulations (Art. 77 GDPR).
13.7 The supervisory authority responsible for u-know is:
Bavarian State Office for Data Protection Supervision
Promenade 18
91522 Ansbach
Germany
14 Data integrity
14.1 All data at u-know is stored on servers that are operated with a high security standard and thus protected against access by unauthorized persons and misuse.
14.2 On all pages of the u-know website where personal data is entered – e.g. in "My Account" – the security standard 256bit Secure Socket Layers (SSL) is used, so all data is encrypted directly during transmission. All privacy-relevant information (such as name and address) is stored in encrypted form in a protected database.
15 Applicable law
15.1 The law of the Federal Republic of Germany shall apply to the exclusion of the laws on the international sale of movable goods.
15.2 The statutory provisions restricting the choice of law and the applicability of mandatory provisions, in particular those of the country in which the customer has his habitual residence as a consumer, remain unaffected.
15.3 This choice of law does not apply with regard to the statutory right of withdrawal for consumers who do not belong to a member state of the European Union at the time of conclusion of the contract and whose sole residence and delivery address are outside the European Union at the time of conclusion of the contract
16 Venue
16.1 If the customer is a merchant, a legal entity under public law or a special fund under public law with its registered office in the territory of the Federal Republic of Germany, the exclusive place of jurisdiction for all disputes arising from this contract is the seller's place of business.
16.2 If the customer has its registered office outside the territory of the Federal Republic of Germany, the seller's place of business is the exclusive place of jurisdiction for all disputes arising from this contract, if this contract or claims arising from this contract can be attributed to the customer's professional or commercial activity.
16.3 However, in the aforementioned cases, the Seller is also entitled to appeal to the court of the Customer's registered office.
17 Information on Online Dispute Resolution
The EU Commission's platform for online dispute resolution is available on the Internet at the following link: https://ec.europa.eu/odr
u-know is not obliged to participate in a dispute resolution procedure before a consumer arbitration board, but is generally willing to do so.