Privacy Policy

(Last updated: October 2024)

We are pleased that you have chosen to visit this website and are interested in our products. The protection of your personal information during your visit to our website is important to us. We undertake to protect your privacy and to treat your data confidentially and in accordance with applicable law, particularly the EU General Data Protection Regulation (GDPR). 

With this Privacy Policy, we would like to inform you which categories of your personal data will be collected and processed by Open-Xchange during your visit. We also would like to share the purposes these data will be used for. Changes of legal circumstances or internal corporate processes can make it necessary to adjust this privacy policy (rights are accordingly reserved) from time to time. If possible, please re-read this Privacy Policy each time you visit our website.

1. Personal Data

‘Personal data’ means any information relating to an identified or identifiable natural person. An identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.

Although you can basically use this website without disclosing your identity to us, during your visit to this website some personal data will be collected in order to provide you with certain features and functionalities of the website. The collected data is described in detail in the respective sections below. For example, in the event that you register for one of our personalized services or would like to send us a message (e.g., via our contact form) we will ask you for your name and your e-mail-address in order to be able to respond to your requests. In such case, Art. 6 par. 1 lit. b EU General Data Protection Regulation (GDPR) is the general legal basis which allows us the processing.

In any case, the decision on whether you want to provide this information to us is in your sole discretion. Please be aware that without providing this information some of the services offered on our website will not be working (see below for details). In the event that you do decide to disclose personal data to us during your visit to our website, Art. 6 par. 1 lit. a EU – General Data Protection Regulation (GDPR) will be the general legal basis.

The following processing activities can be found on our website:

1.1 Logfiles

On the occasion of your visit and use of this website and every time you request a file, our web server saves data about these accesses in a report file. The set of data could contain the following information:

1. domain name or IP-address of the remote host,
2. result of the access (file transferred; file not found etc.)
3. date and time of the access
4. amount of transferred data
5. browser type and version
6. operating system
7. used language and name of the internet service provider
8. website from which the file was accessed
9. saved cookies for the accessed domain
10. device identifier
11. UserID
12. IP address

We collect these logfiles solely to provide the service (website functionalities, e.g., retention of your session) and due to legitimate interests, such as system security, troubleshooting, to optimize our web presence and job offers on our landing pages. The legal basis for this processing activity can be seen in Art. 6 par. 1 lit. f EU General Data Protection Regulation (GDPR).

1.2 Contact 

If you contact us via one of our contact forms, you have to provide the information marked with an asterix in order to be able to use the feature.

This information is required in order to process the contact request. 

Your consent in accordance with Art. 6 par. 1 lit. a EU General Data Protection Regulation (GDPR) is the general legal basis.

In the event that you decide to disclose further personal data within the contact form, Art. 6 par. 1 lit. a EU – General Data Protection Regulation (GDPR) will be the general legal basis.

Regarding the contact form process on our website, our landing pages for marketing campaigns and for mobile phone campaigns, we are working together with our supplier Hubspot lnc. Learn more below section 1.5. of this Policy.

Regarding contact forms for mobile campaigns, we are furthermore working together with our supplier Juxo LLC; Woodway Dr; Houston, Texas 77056, USA. Juxo is a consultant company which supports us in marketing campaigns.

Data may be transferred to the USA as part of processing by Juxo. A data protection agreement was concluded with Juxo, outlining the technical and organizational means for data security. 

1.3 CRM/CMS by Hubspot

Concerning customer relationship and content management services we are working together with our supplier Hubspot lnc., 25 First Street, Cambridge, MA 02141 USA. Hubspot is an integrated software solution that we use to cover various aspects of our online marketing. This includes contact form processes on our website and our landing pages as well as marketing campaigns, including mobile phone campaigns and newsletter shipping.

Data may be transferred to the USA as part of processing by Hubspot. The security of the transmission is ensured by the so-called Standard Contractual Clauses. If the Standard Contractual Clauses are not sufficient to establish an adequate level of security, your consent pursuant to Art. 49 (1) a GDPR may provide the legal basis for the transfer to third countries. Please refer to the section "1.2. Contact" for more information. 

Furthermore, Hubspot offers numerous measures to secure data. Detailed information on infrastructure and organizational security as well as data protection and compliance of Hubspot is available under

https://legal.hubspot.com/security   (Here you can also download a Security Overview)

and under:  

http://legal.hubspot.com/de/privacy-policy

1.4 Cookies

Our website and landing pages use cookies in order to make visiting our website and landing pages attractive for you and to enable the use of certain functions (technically necessary cookies). Cookies are small text files that are stored on your computer or device. Most of the cookies used by us will be deleted from your hard disk after the end of the browser session (so-called session cookies).

We also use permanent cookies, which are primarily used to provide you, the visitor, with permanently recurring settings. Those cookies also allow us to analyze the visitor's user behavior, but only within the framework of the cookies' period of validity and if you comply.

Further information can be found under point 1.6.1 and point 1.6.2 within this Privacy Policy.

Following applicable law all data is saved exclusively in a pseudonymised form (at most) without any direct personal reference. This enables us to update our website to address your individual preferences. 
You can opt-out of future data collection and storage through cookies at any time.

Cookie Settings

You can prevent the storage of cookies on your computer or device by making the appropriate changes to your browser settings so that cookies are not accepted or so that you are notified before accepting cookies. However, this can limit functionality of our website and our services.

There is always a link present with which you can object to cookies from other providers or third parties. If you do not consent or declare your objection, the providers set an opt-out cookie that prevents any further data being recorded on your computer or device. If you would like to retain your right to objection, you should not delete the opt-out cookie. 

You will have to complete the opt-out process again if this cookie is deleted later, e.g., by deleting or clearing your browser settings.

Furthermore, you can manage data collection and storage by many other services. More details are cited here: www.networkadvertising.org/choices/ or http://www.youronlinechoices.com/de/praferenzmanagement.

1.4.1. Hubspot

We use services of our supplier Hubspot Inc. (learn more below section 1.5. of this Policy) for analytical, functional, and marketing purposes on our website and our landing pages for marketing campaigns. In this context, a cookie is set which is stored on your computer and which enable us to analyse your use of the website or landing page. The information collected (e.g., IP address, geographical location, type of browsers, duration of the visit and the pages called up) are evaluated by Hubspot on behalf of us e.g., in order to generate reports about the visit and the pages of us visited, to personalize and optimize your experience as well as remember your chat history or make advertisements more engaging and valuable. You can find more information about cookies at any time by clicking on the cookie settings link below.

The legal basis of the processing is your consent according to Art. 6 par. 1 lit. a EU General Data Protection Regulation (GDPR).

If you wish to opt out for the future, you may do so by clicking on the button (Cookie Preferences) below at any time. In this case a so called opt-out-cookie will be placed within your browser so that Hubspot will not collect any session data.

The data will be only stored for as long as it is necessary for the purpose of the procession. The data will be deleted as soon as it is no longer needed for the processing purposes. 

 When you enter our website our landing pages, you will also see a pop-up banner explaining the use of our cookies and containing a link where you can change your cookie settings. Please note that deleting your browser settings would lead to a reactivation of the Hubspot cookie and consent will be asked again within the cookie banner during a further visit to the website or landing page as stated above.