Data protection FAQ

How is the data backed up and how long are the backup copies stored?

We create daily data backups for our customers for six weeks. This means that the last 42 days are backed up for you every day. Data can be restored according to the fair-use principle, which means that we do not charge anything for a restore. ____ Who has access to my data and will the data be passed on to third parties? Our employees only access customer data if the customer has made a request to customer support or if data access is necessary to provide the services or to avoid or deal with service or technical problems, or if 1Tool is obliged to do so under a mandatory legal regulation. 1Tool declares in a legally binding manner that all persons entrusted with data processing were bound to confidentiality before commencing their activities. In particular, the confidentiality obligation of the persons entrusted with data processing shall remain in force even after termination of their activity and departure from the service provider. The obligation to maintain confidentiality must also be observed for data of legal entities and commercial partnerships. There are also separate confidentiality agreements with our partners (Brunner Webhosting, ITandTEL). Insofar as 1Tool is obliged to disclose data under mandatory legal regulations, 1Tool will not check customer data, pass it on to third parties or refer to it. We will only provide third parties with data that goes beyond the data provided by you, in particular data that you have made available to us for purely internal contract processing purposes, if we are legally obliged to do so or in order to safeguard legitimate interests. ____ How long does it take to delete my data? A deletion requested by you will usually be carried out within 2 working days. It is also possible to delete individual data records, but we must point out that deleting individual data records, unless it is precisely defined what is to be deleted, incurs costs that we must charge to our customers. If it is necessary to restore data, care is taken to ensure that deleted data is not restored. ____ What do I have to enter as a customer in the data protection declaration regarding Körbler? If data is collected on your website via Typo3, WordPress or via our 1Tool software (e.g. by means of a newsletter or contact form), the privacy policy must state that Körbler GmbH is a processor and that data is collected, processed and used on your behalf. ____ What mandatory information must be provided when registering for the newsletter? Due to the principle of data minimization and data avoidance, only the email address may be a prerequisite for registration.
It must be clear to the respective user what the content of the newsletter is when registering. Users must also be informed that they can unsubscribe at any time. As soon as you also collect personal data via a newsletter/contact form (e.g. name, address, email), the visitor must be informed in the privacy policy about how this data is used. Therefore, each form must be equipped with a checkbox which only allows the user to send the input after activation/consent. The text for the declaration of consent as well as for the privacy policy can be easily stored in thein1tool. ____ Is it necessary to obtain additional “permission” from existing contacts to continue receiving newsletters? No, even previously validly obtained consent does not lose its validity. However, you must have proof of consent (e.g. in written form or on the basis of digital records). For example, if you do not have valid consent from interested parties, you may no longer send emails to them. As all data processing must be based on a valid legal basis, data must also be deleted immediately if no valid consent has been given. ____ How can I store a consent text and a privacy policy for forms in 1Tool? To store the necessary data protection settings in 1Tool, click on Master data – Data protection. Here you must first activate the application in general and enter the name of your data protection settings (e.g. name of the form for which you are creating the consent text). You can then either define an individual consent text for your checkbox yourself or adapt the variant suggested by us accordingly (e.g.: addition of the company name, newsletter topic, etc.). The next step is to store the privacy policy. You can insert this as text in the 1Tool or – if there is already an existing page with your data protection regulation – link it externally. We will also be happy to create a suitable privacy policy for you on request. Finally, you must activate the checkbox and specify the forms to which the consent and privacy policy should apply. ____ How can I create a processing directory in 1Tool? It is recommended that every company has a processing directory, i.e. a list of all processing operations in the company. This processing directory should provide information about the processes of data processing in the company and should be created in writing, ideally electronically. Information such as the purpose of data processing, the recipients, the intended storage period, etc. should be defined for all data in the company. In the 1Tool you can go to Master data – Data protection – Processing directory you can first enter all the necessary information for the contact groups you have created. To do this, double-click in the respective column and add your details or, if you are transferring personal data to third countries, activate the corresponding checkbox. Then select the storage period and enter a general description of the technical and organizational measures for the security of data processing. In addition to the processing operations in the 1Tool, you can also add further lines to this processing directory yourself in order to record processing operations of your company that take place outside of it.

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