Information obligations pursuant to Art. 13 and 14 of the EU General Data Protection Regulation (GDPR) of CT-VIDEO GmbH for customers, interested parties, suppliers and service providers

PDF download of CT-VIDEO GmbH’s information obligations pursuant to Art. 13 and 14 of the EU General Data Protection Regulation (GDPR) for customers, interested parties, suppliers and service providers

Below you will find an overview of the collection, processing and use of your data.

CT-Video GmbH takes the protection of your personal data very seriously and processes it in accordance with the applicable statutory data protection requirements.

What is personal data?
Personal data is all information that can be related to your person (e.g. surname, first name, address, etc.).

What is contained in this letter?
The following information provides you with an overview of the processing of your personal data, which is collected, processed and used by us and on the basis of your data protection rights. Which data is collected, processed and used by you in detail depends on the services requested or agreed in each case.

Please also pass on the information contained in the letter to all current or future authorized representatives who use the services/products of CT-VIDEO GmbH.

1. who is responsible for the collection, processing and use of data and who can I contact?

Responsible is:
CT-VIDEO GmbH Video Audio Data Communication
Gewerbegebiet
Rothenschirmbach 9
06295 Lutherstadt Eisleben
Germany
Phone: +49 (0)34776 / 6149-0
E-Mail: datenschutz@ceotronics.com

You can contact our external data protection officer at:
wavesun-technologies
Patrick Bäcker
Am Lerchenberg 13
63322 Rödermark
Germany
Phone: +49 (0)6074 / 3709395
Email: info@wavesun-technologies.de

2. which sources and data do we use and according to which categories are the personal data processed?

We process personal data that we receive from our customers, interested parties, service providers and suppliers as part of our business relationships. Furthermore, we process personal data that we legitimately obtain from publicly accessible sources or that is transmitted to us by other companies within CT-VIDEO GmbH or other third parties (e.g. credit agencies), should this be necessary for the provision of our services.

We process the following categories of data:

  • Master data: e.g. surname, first name and department of the contact person, company name, address, telephone, fax and e-mail
  • Order data: e.g. company name, address, contact person
  • Data for the fulfillment of our contractual obligations: e.g. contract billing and payment data
  • Correspondence (correspondence with you)
  • Communication data
  • Advertising and sales data
  • Planning and control data
  • Other data comparable to the above categories

3. for what purpose and on what legal basis do we process the data?

We process the aforementioned personal data in compliance with the applicable statutory data protection requirements. Processing is lawful if at least one of the following conditions is met:

a.) Based on your consent (Art. 6 para. 1 lit. a GDPR)

If you have given us your consent to process personal data for specific purposes (e.g. transfer of data within the Group, use of data for marketing purposes). Any consent given can be revoked at any time with effect for the future. This also applies to the revocation of declarations of consent given to us before May 25, 2018.

b.) For the fulfillment of contractual obligations or for the implementation of pre-contractual measures (Art. 6 para. 1 lit. b GDPR)

We process data so that we can fulfill our contractual obligations to provide services for our customers or to carry out pre-contractual measures that are carried out on request. The purposes of data processing result primarily from the specific service/product and may include, among other things, needs analyses and consultations. Further details on the data processing purposes can be found in the contract documents and General Terms and Conditions.

c.) Due to legal requirements (Art. 6 para. 1 lit. c GDPR)

CT-VIDEO GmbH is subject to various legal obligations, which means statutory requirements (e.g. retention periods under commercial and tax law in accordance with the German Fiscal Code and the German Commercial Code). The purposes of processing also include the fulfillment of tax control and reporting obligations as well as risk assessment and management within the company.

As part of the balancing of interests (Art. 6 para. 1 lit. f GDPR)

If necessary, we process your data beyond the actual fulfillment of the contract to protect the legitimate interests of CT-VIDEO GmbH or a third party. Examples are

  • Prevention of criminal offenses
  • Building security measures (e.g. access control)
  • Ensuring IT operations and IT security
  • Measures to safeguard domiciliary rights
  • Advertising (e.g. direct advertising) or market and opinion research, provided you have not objected to the use of your data
  • Assertion of legal claims and defense in legal disputes
  • Consultation of and data exchange with credit agencies

4 Who receives my data?

(Categories of recipients of the personal data)

Within CT-VIDEO GmbH, the departments that require this data to fulfill our contractual and legal obligations are authorized to access it. Carefully selected and data protection-compliant service providers may also receive data from CT-VIDEO GmbH for these purposes. These are essentially companies in the following categories

  • Payment transactions
  • Billing
  • IT service provider
  • Consulting
  • Sales and marketing
  • Service providers in the context of order processing relationships

When passing on data to other recipients, we may only pass on information about you if this is required by law, if you have consented to the data being passed on or if we are authorized to do so. Recipients of personal data include

  • Public bodies or institutions (e.g. tax authorities, supervisory authorities) in the event of a legal or official obligation.
  • Other companies or comparable institutions (e.g. manufacturing companies) to which we transfer your personal data in order to carry out the business relationship.

Our parent company, CEOTRONICS AG, is involved in the processing activities of CT-VIDEO GmbH as part of central internal administrative processes. Personal data may therefore be passed on to CEOTRONICS AG if this is necessary in individual cases – in particular for IT administration, commercial control, data protection management or the execution of contractual processes. Processing is carried out exclusively for a specific purpose and in compliance with data protection regulations. Depending on the case, the transfer may be based on legitimate internal company interests, in particular within the meaning of the internal administrative purposes mentioned in recital 48 GDPR, or on a legal obligation, a contractual requirement or your consent.

5. is data transferred to third countries?

Your personal data will generally not be transferred to countries outside the European Union (EU) or the European Economic Area (EEA) – so-called third countries. In individual cases, however, such a transfer may be necessary, for example if this is necessary to execute your orders, to carry out (pre-)contractual measures or to fulfill legal obligations, or if external IT service providers based in a third country or with subcontracted processors outside the EU / EEA are involved. In these cases, we ensure that suitable guarantees within the meaning of Art. 44 et seq. GDPR are in place. These include, in particular, the conclusion of EU standard contractual clauses with the respective service provider in order to ensure an adequate level of data protection in accordance with European standards.

6 How long will my personal data be stored?

Your personal data will only be stored for as long as it is necessary for the fulfillment of our contractual and legal obligations.

If the data is no longer required for the fulfillment of contractual or legal obligations, it is regularly deleted. Unless temporary and limited further processing is required for the following purposes:

  • Compliance with retention periods under commercial and tax law: The German Commercial Code (HGB) and the German Fiscal Code (AO) should be mentioned. The retention periods specified there are up to 10 years.
  • Preservation of evidence within the scope of the statutory limitation period. According to Sections 195 et seq. of the German Civil Code (BGB), the regular limitation period is 3 years, in special circumstances up to 30 years.
  • Compliance with storage obligations under telecommunications law in accordance with the Telecommunications Act (TKG) and other laws.

7 What is the obligation to provide data and what are the consequences of not providing data?

As part of our business relationship, you must provide the personal data that is necessary for the establishment and execution of a business relationship and the fulfillment of the associated contractual obligations or that we are legally obliged to collect. Without this data, we will generally not be able to conclude or execute the contract with you.

8. is there automated decision-making (including profiling)?

In principle, we do not use fully automated decision-making in accordance with Article 22 GDPR to establish and conduct business relationships. Should we use this procedure in individual cases, we will inform you of this separately if this is required by law.

9. what data protection rights do I have?

You have the following rights:

  • in accordance with Art. 7 para. 3 GDPR, the right to withdraw your consent once given to us at any time with effect for the future. As a result, we may no longer continue the data processing that was based on this consent in the future;
  • in accordance with Art. 15 GDPR, the right to request information free of charge about your personal data processed by us;
  • in accordance with Art. 16 GDPR, the right to demand the immediate correction of incorrect or incomplete personal data processed by us;
  • in accordance with Art. 17 GDPR, the right to demand the deletion of your personal data stored by us, 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;
  • in accordance with Art. 18 GDPR, the right to demand the restriction of the processing of your personal data if the accuracy of the data is disputed by you, the processing is unlawful, but you refuse to delete it and we no longer need the data, but you need it to assert, exercise or defend legal claims or you have lodged an objection to the processing in accordance with Art. 21 GDPR;
  • pursuant to Art. 20 GDPR, the right to receive your personal data that you have provided to us in a structured, commonly used and machine-readable format or to request transmission to another controller, and
  • to lodge a complaint with a supervisory authority in accordance with Art. 77 GDPR. As a rule, you can contact the supervisory authority of your usual place of residence or workplace or our company.

Right to object (Art. 21 GDPR):
If your data is processed to protect legitimate interests, you have the right to object to this processing at any time using the contact details provided above if your particular situation gives rise to reasons that conflict with this data processing. We will then terminate this processing unless it serves overriding interests worthy of protection on our part.

Right to object to the processing of data for direct marketing purposes:
In individual cases, we process your personal data for the purpose of direct marketing. You have the right to object at any time to the processing of personal data concerning you for the purpose of such advertising using the contact details provided above.
If you object to processing for direct marketing purposes, we will no longer process your personal data for these purposes in the future.

Information sheet according to Art. 13 and 14 EU General Data Protection Regulation (GDPR) of CT-VIDEO GmbH for applicants

PDF download of the information obligations according to Art. 13 and 14 EU General Data Protection Regulation (GDPR) of CT-VIDEO GmbH for applicants

Below you will find an overview of the collection, processing and use of your data.
CT-VIDEO GmbH takes the protection of your personal data very seriously and processes it in accordance with the applicable statutory data protection requirements.

1. who is responsible for the collection, processing and use of data and who can I contact?
 1.1 The controller is

CT-VIDEO GmbH
Gewerbegebiet
Rothenschirmbach 9
06295 Lutherstadt Eisleben
Germany
Phone: +49 (0)34776 / 6149-0
E-mail: datenschutz@ceotronics.com

1.2 You can contact our external data protection officer at:
wavesun-technologies
Patrick Bäcker
Am Lerchenberg 13
63322 Rödermark
Germany
Phone: +49 (0)6074 / 3709395
Email: info@wavesun-technologies.de

2. which sources and data do we use and according to which categories are the personal data processed?
 2.1 Origin of the data: We collect your personal data both directly from you and from publicly accessible sources, such as professional online platforms or job portals, and, if necessary, via commissioned recruitment agencies.

2.2 Relevant data categories are:

  • Personal details (surname, first name, date of birth, gender, etc.)
  • Address and contact details (address, telephone number, e-mail address)
  • Application data (e.g. certificates, CV, knowledge in relation to the advertised position)
  • Account details in cases of travel expense reimbursement
  • Other data that you provide to us voluntarily

3. for what purpose and on what legal basis do we process the data?
3.1 This data is collected

  • to establish a training, internship, working student or employment relationship;
  • to be able to correspond with you;
  • to process payments;
  • to be able to fulfill our legal obligations;
  • in order to be able to process any existing liability claims and to be able to make claims against you.

3.2 Legal basis of the processing:

Art. 6 para. 1 lit. b GDPR, Art. 88 para. 1 GDPR in conjunction with. § Section 26 (1) BDSG-new for the establishment or performance of the contractual relationship.

4 Who receives my data? (Categories of recipients of personal data)
 4.1 Within CT-VIDEO GmbH, only authorized employees who need your application data to fulfill our contractual and legal obligations will have access to it. Our parent company, CEOTRONICS AG, is involved in the processing activities of CT-VIDEO GmbH as part of central internal administrative processes. Your personal data may therefore be passed on to CEOTRONICS AG if this is necessary in individual cases – in particular for the IT-supported implementation of the application process, for central system administration, data protection management or for the processing of personnel administration processes. The processing is carried out exclusively for a specific purpose and in compliance with the applicable data protection regulations. Depending on the case, the transfer may be based on legitimate internal company interests, in particular within the meaning of the internal administrative purposes mentioned in Recital 48 GDPR, or on a legal obligation, a contractual requirement or your consent. All selection decisions are made on a case-by-case basis and are not automated (Art. 22 GDPR).

4.2 Data may be transmitted to, for example, our tax advisor or viewed by our internal IT department and external companies involved in the maintenance and servicing of our hardware, software, hosting of our website, service providers for document and data carrier destruction as well as other service providers within the scope of order processing relationships (in accordance with Art. 28 GDPR), insofar as this is necessary for technical reasons to maintain the IT infrastructure, IT security, contractual or legal requirements (within the scope of our legitimate interest pursuant to Art. 6 para. 1 lit. f). All employees and external service providers are bound to secrecy in writing / by contract and may only process data in accordance with written instructions.

4.3 Furthermore, third parties may receive data for certain purposes if this is required by law in the context of your application (e.g. notification to the Federal Employment Agency) (pursuant to Art. 6 para. 1 lit. c GDPR).

5 How long will my personal data be stored?
 5.1 The data will be deleted 6 months after the end of the application process if no employment is made.

5.2 Any further storage takes place if you have given us your consent (pursuant to Art. 6 para. 1 lit. a GDPR) or

5.3 we are obliged to store data for a longer period of time due to tax and commercial law storage and documentation obligations (e.g. § 257 German Commercial Code, § 147 German Fiscal Code), GoBD, German Social Code (SGB), General Equal Treatment Act (AGG) and other relevant laws (pursuant to Art. 6 para. 1 lit. c GDPR).

6 What data protection rights do I have?
You have the following rights:

  • in accordance with Art. 7 para. 3 GDPR, the right to withdraw your consent once given to us at any time with effect for the future. As a result, we may no longer continue the data processing that was based on this consent in the future;
  • in accordance with Art. 15 GDPR, the right to request information free of charge about your personal data processed by us;
  • in accordance with Art. 16 GDPR, the right to demand the immediate correction of incorrect or incomplete personal data processed by us;
  • in accordance with Art. 17 GDPR, the right to demand the deletion of your personal data stored by us, 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;
  • in accordance with Art. 18 GDPR, the right to demand the restriction of the processing of your personal data if the accuracy of the data is disputed by you, the processing is unlawful, but you refuse to delete it and we no longer need the data, but you need it to assert, exercise or defend legal claims or you have lodged an objection to the processing in accordance with Art. 21 GDPR;
  • in accordance with Art. 20 GDPR, the right to receive your personal data that you have provided to us in a structured, commonly used and machine-readable format or to request that it be transmitted to another controller and- in accordance with Art. 77 GDPR , the right to lodge a complaint with a supervisory authority. As a rule, you can contact the supervisory authority of your usual place of residence or workplace or our company.

Right to object (Art. 21 GDPR):
If your data is processed to protect legitimate interests, you have the right to object to this processing at any time using the contact details provided above if your particular situation gives rise to reasons that conflict with this data processing. We will then terminate this processing unless it serves overriding interests worthy of protection on our part.

7. is data transferred to third countries?
As a rule, your personal data is not transferred to countries outside the European Union (EU) or the European Economic Area (EEA) – so-called third countries. In individual cases, such a transfer may be necessary, in particular if you apply for a position at one of our affiliated locations in a third country or if external IT service providers based in a third country or using subcontractors there are involved in the application process. In these cases, the transfer will only take place in compliance with the data protection requirements of Art. 44 et seq. GDPR. To protect your data, we use EU standard contractual clauses in particular to contractually ensure a level of data protection comparable to that in the EU.

8. what is the obligation to provide data and what are the consequences of not providing data?
The provision of personal data is necessary for the initiation and, if applicable, the conclusion of an employment contract or other contract with you or third parties in the context of your application for the above-mentioned purposes of data processing and the legal basis for processing the data. Without this personal data, we will not be able to process your application and, if necessary, conclude a contract with you.