Website Privacy Policy Edison Workplace Ltd.

We want to inform you about what personal data is collected when you use both our website and products, how your data is processed and the rights you have regarding your data. We have summarised this information for you in the privacy policy below.

1. Information about the collection of your personal data

The controller is:

Edison Workplace Ltd

Questions relating to data protection can be directed to our data protection officer by email at privacypolicy@edisonworkplace.com

2. Your rights as a data subject

Right of access

You have the right to obtain information from us about the categories of data stored, the purpose of processing, the recipients of the data, the planned storage period and your rights regarding data protection. For personal data not collected directly from you, you have the right to be informed about the source of the data.

Right to rectification

If the personal data we process is inaccurate or incomplete, you have the right to have your data rectified.

Right to erasure

You have the right to request that we delete your personal data. In certain cases, however, your data cannot be deleted. For example, if your data is required for an active contract or for our accounting and statutory responsibilities.

Right to restriction of processing

You can request that we restrict the processing of your data in the following cases:

• You have disputed the accuracy of data and you want us to stop using it pending final verification
• The processing is unlawful, but you would prefer to restrict processing rather than have the data erased
• We no longer need and would otherwise delete the data, but you still need it for the assertion, exercise or defence of legal claims
• You have lodged an objection to the data processing, which is still under review

In the event of a restriction, we will ensure that the personal data cannot be further processed or changed by us. If processing has been restricted in accordance with the above conditions, the controller will inform you before lifting the restriction.

Right to data portability

You have the right to receive the personal data that you provided to us in a structured, commonly used and machine-readable format and, if necessary, to have it transferred to third parties.

The right to data portability shall not apply to processing that is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.

Right to object

You have the right to object at any time to the processing of personal data that we process on the basis of a "legitimate interest"; this also applies to profiling based on these provisions.

We will then no longer process your personal data unless we can demonstrate compelling legitimate grounds for the processing that override your interests, rights and freedoms, or unless the processing serves to assert, exercise or defend legal claims.

You can object to data processing for the purpose of direct advertising at any time without providing a reason. If you object to processing for direct marketing purposes, your personal data will no longer be processed for these purposes.

To exercise your right to object, you must submit an objection to us, the data controller. In some cases you can do this directly online (e.g. in the case of cookies) or in the IONOS Control Panel (e.g. for advertising). You are also welcome to address your data protection concerns (e.g. your objection) directly to the responsible contact person at privacypolicy@edisonworkplace.com.

Right to withdraw

You have the right to withdraw your consent to future processing (e.g. to be contacted for advertising purposes) at any time.

Please send your notification of withdrawal to us at privacypolicy@edisonworkplace.com.

If you are already a customer, you can also withdraw your consent yourself in the Control Panel.

If you would like to exercise any of the above rights, please write to us at privacypolicy@edisonworkplace.com and we will take care of your request immediately.

Right to lodge a complaint with a supervisory authority

You also have the right to lodge a complaint with the supervisory authority responsible for data protection at any time.

Here you will find the contact information for the UK Information Commissioner's Office:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Tel: 0303 123 1113

Personal data managed by you

Our customers use our services to host, transmit or process data on our hosting platforms, which may include personal data of their own customers.

In this scenario, it is our customers who stipulate the process for collecting their customers' data. Most importantly, we do not have knowledge of or view, share or collect this specific customer data.

In accordance with our Privacy Notice, it is our customers who are responsible for managing the security of their customers’ data which they upload to our platforms. Customers are responsible for encrypting data that is uploaded to our network and ensuring access to our platforms are secure.

Our relationship is with our customers directly and there is no agreement in place between us and our customers’ customers.

Additionally:

We merely process such data on your behalf, subject to our Terms and Conditions and you are responsible for any applicable legal requirements in respect of your content. Therefore, any video, image, or other content posted, uploaded or otherwise made available by you on your website, whether published or not, is not subject to our Privacy Notice.

3. Visiting our website

We also collect personal data when you visit our website. We collect data when you order something from us, as well as when you view our websites or our profiles on social media. The details are explained below.

Cookies

We use cookies to optimise the design of our websites, to improve our products for you and to show you advertising tailored to your interests in cooperation with third-party providers.

You can find more detailed information about cookies on our separate cookie page. You will also find information about how to change your cookie settings.

Social media

In order to optimise our corporate presence, we maintain company pages on various social media platforms. We use these pages to inform prospective customers about our services and also to communicate with you via these channels.

We use these channels for the following purposes:

• To provide information about our company and products
• To conduct statistical evaluations to analyse and improve our products, services and business processes
• To communicate with customers and prospective customers

Legal basis

The legal basis for this processing of your personal data is our legitimate interest in communicating with our customers and prospective customers, as well as analysing and improving our products, services and business processes. We also make direct contact with customers as part of our Social Media Support service; this processing is based on our contractual relationship customers or pre-contractual actions with prospective customers.

Further information about the social media platforms:

Facebook and Instagram: Facebook Ireland Ltd., 4 Grand Canal Square, Grand Canal Harbour, Dublin 2, Ireland

We are jointly responsible with Facebook for the processing of Insights data on our Facebook fan page. The corresponding agreement can be found here:
https://www.facebook.com/legal/terms/page_controller_addendum.
Further information on Page Insights can be found at:
https://www.facebook.com/legal/terms/information_about_page_insights_data.

Your general use of Facebook is your own responsibility. You can find Facebook’s privacy policy directly on our Facebook fan page.

You can edit your preferences and objections for personalised advertising from Facebook at any time in your Facebook settings.

Twitter: Twitter Inc., 1355 Market Street, Suite 900, San Francisco, CA 94103, USA. 

For information about the data collected by Twitter, purposes of processing and all other data protection information, please refer to the Twitter privacy policy (https://twitter.com/en/privacy).

You can opt out at: https://twitter.com/personalization

YouTube: Google LLC, 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA. 

Further information about data protection and the personal data collected by Google/YouTube through integrated features can be found in the following privacy policy: 
https://www.google.com/policies/privacy/

You can opt out at:  https://adssettings.google.com/authenticated

LinkedIn: LinkedIn Ireland Unlimited Company, Wilton Place, Dublin 2, Ireland. 
We also maintain a company profile on the networking platform LinkedIn. 

If you are a member, LinkedIn can assign any access of content and functions on our profile to your user own profile. For more information, please see LinkedIn Ireland’s privacy information at: 
https://www.linkedin.com/legal/privacy-policy?trk=homepage-basic_footer-privacy-policy

Insofar as Edison Workplace Ltd. transfers data to third countries, suitable data transfer guarantees are agreed with all processors or data controllers in accordance with the requirements of Chapter V of the GDPR, or the adequacy decisions of the EU Commission are applied.

Social media links

Links to social media platforms are integrated in such a way that data is not directly transmitted to the social media operator. Social media services are integrated on our website using links. Data is transferred only if you have clicked on the link.

Video content

YouTube and Vimeo

We include videos on our website. The content of these videos is stored directly on the respective platforms and embedded on our site. If you access such a video, we communicate your IP address, the website you visited, and technical information such as your browser, operating system and basic device information. We have embedded the YouTube videos in “privacy enhanced mode” to protect your privacy.

Personal data is transferred only when you access a video. Only then will a server connection to YouTube or Vimeo be established and a corresponding cookie set, which is used to save your settings. By accessing the videos, you leave our area and enter the external platforms of YouTube and Vimeo, which are beyond our control.

You will be informed of this fact again before you access a video. If you have an account with the video service provider, they may be able to identify you. You can avoid this by logging out of your account before playing a video.

Legal basis

The legal basis for the activation of these videos is your consent, which is connected to your consent to cookies (cookie page).

Provider of the YouTube platform

Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland. Further information on data protection at Google/YouTube can be found here: https://www.google.com/policies/privacy/.
You can opt out of all personalised advertising here: https://adssettings.google.com/authenticated

Provider of the Vimeo platform

Vimeo, LLC, 555 West 18th Street, New York, NY 10011, USA. Further information on data protection at Vimeo can be found here: https://livestream.com/legal/cookie-preferences.

ReCAPTCHA

Purpose and legal basis

We use the reCAPTCHA service from Google. With reCaptcha, a JavaScript element is embedded in the source code that causes the software to load in the background and analyse your user behaviour. The data is already being used and analysed before you have ticked the “I am not a robot” box. Google uses the data to calculate a score, which is used to determine whether the visitor is a human being or whether input is being manipulated by automated processes (e.g. bots). It also serves to prevent fraudulent bulk orders, which can pose risks to the company’s infrastructure. ReCAPTCHA also helps protect our customers against cyber crime.

Legal basis

The legal basis for this processing is therefore our legitimate interest.

Type of data

• Previous web pages (referrer URL)
• IP address
• Operating system
• Cookies
• Scrolling and mouse clicks on the page
• Date and language settings
• Screen resolution

The IP address transmitted to Google is truncated and not merged with other Google data.

Provider of the ReCAPTCHA service

Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland. You can find more information about Google’s privacy policy here: 
https://www.google.com/policies/privacy/.

To have your data deleted directly by Google, contact Google Support at:
https://support.google.com/?hl=de&tid=331578294933

If you want as little data as possible to be transmitted to Google about you and your behaviour, you must log out of Google and delete any Google cookies before visiting our website or using the reCAPTCHA software.

Insofar as Edison Workplace Ltd. transfers data to third countries, suitable data transfer guarantees are agreed with all processors or data controllers in data protection legislation, or the adequacy decisions of the EU Commission are applied.

Orders and order processing

Contractual data

When you order one of our products, we ask you to provide personal data that we need to conclude the contract. We store this contractual data for the duration of the contractual relationship, as we need it to fulfil the contract. If you terminate your contract, we will continue to store your contractual data if there are objections or claims that have yet to be resolved. We also store your data for a longer period if there are statutory retention obligations. In the latter case, processing of your data is limited to compliance with the statutory retention periods and will not be processed for any other purposes.

You can make changes to this data yourself at any time via our Control Panel. Once your order has been verified, you will receive information about creating your personal login credentials by email.

Type of data

• Title
• First and last name
• Email address
• Telephone number
• Company name (for trade customers)
• Address
• Product contracts and use
• Contractual data
• Payment details
• Tax number

Legal basis

We need your data to initiate and execute a contract.

Storage period

We will keep your personal data for the duration of the period you are a customer of IONOS. We shall retain your data only for as long as necessary in accordance with applicable laws.

On the closure of your account, we may keep your data for up to 7 years after you have cancelled your services with us. We may not be able to delete your data before this time due to our legal and/or accountancy obligations or as reasonably necessary to prevent fraud, abuse, enforce our terms and to protect our legitimate interests. We assure you that your personal data shall only be used for these purposes stated herein.

Contract information and invoices

We require your personal data for the performance of the contract.
We need this data to enable the communication necessary for an orderly procedure, to disseminate information through process communication and to bill services. We also use this data for controlling in our company and to improve our products. We have a legitimate interest in analysing the data we collect in order to improve our products and services. We protect your privacy through a range of appropriate technical and organisational measures, and we respect your choices about how we use your data.

Data stored and used

• Title
• First and last name
• Email address
• Telephone number
• Company name (for trade customers)
• Address
• Product contracts and use
• Contractual data
• Payment details
• Tax number
• If power of attorney is given, the master data of the authorised agent

Legal basis

The legal basis for this processing is consent.

Storage period

We process your data until the termination of your contract. We continue to store your contractual data if there are objections or claims that are still under review. We also store your data for a longer period if there are statutory retention obligations. In the latter case, processing of your data is limited to compliance with the statutory retention periods and will not be processed for any other purposes.

Customer communication

Newsletter and product advertising

We will send you useful and complementary product solutions by email to help you make full use of the benefits of our products. We will also provide you with interesting news by phone and email from time to time. In each case, you can grant us the legally required consent to contact you when you place your order online or in the Control Panel. If you no longer wish to receive such information, you can withdraw your consent at any time in the Control Panel or by contacting privacypolicy@edisonworkplace.com.

Legal basis

The legal basis for this processing is consent.

Storage period:

Your consent will be deleted upon termination of your contract at the latest.

Advertising our own similar goods and services

In addition, we regularly provide you with offers for our own similar goods and services by email. The legal basis for this processing is consent

Surveys and market research

In order to improve our products and services, you have the possibility to rate us via our partner "Trustpilot" of Trustpilot A/S, Pilestræde 58, 5th floor, 1112 Copenhagen, Denmark. You can submit a rating, for example, as part of a product purchase. The ratings are recorded using an integrated rating form or via a simple link. If you submit a rating via the integrated rating form, we will transfer your name, email address, a reference number (usually your order number) including your rating to Trustpilot as soon as you click on the rating link. The transfer is solely for the verification of your online purchase with us to ensure that it is an authentic review. When you receive a review invitation via the simple link, you will be taken directly to the review form on Trustpilot. Alternatively, you can also rate us at any time via the Trustpilot platform. For submitting a rating on Trustpilot, the registration of a user profile is required so that it can be published on the portal accordingly.

In the event that you have given us consent to receive "surveys", we may send you a corresponding evaluation invitation with a link to the survey.

If you would like to learn more about how Trustpilot processes your data, you can view the company's privacy policy here.

Legal basis

The legal basis for data processing is Art. 6 para. 1 lit. a GDPR in the case of e-mail notification by us.

The legal basis for the transmission within the framework of the integrated evaluation form is Art. 6 para. 1 lit. f GDPR, based on our legitimate interest to continuously improve our services. 

Storage duration

The consent will be deleted at the latest with the termination of your contract. The storage period of the published rating depends on the terms of Trustpilot.

Communication regarding customer concerns

The satisfaction of our customers is important to us, which is why you can contact our customer support at any time. We need your data in order to review your concerns.
We therefore process the following personal data about you:

• Contact details
• Data for identification and authentication
• Contractual data
• Contents of your enquiries
• Payment details

We store communications with you until the end of the contract term; beyond that, we store communications only until open enquiries have been finally concluded or insofar as required by statutory retention obligations. 

Legal basis

The legal basis for this processing is the fulfilment of our contract with you.

Customer information

We will send you information about the function and use of your products or new additions to your contract. In particular, we will provide you with tips and tricks for your products and information about their functions.

The legal basis for this processing is consent.

Usage data within our contractual relationship

Usage data in our services and products

Usage data includes information about how, how much and when you use our websites. This data, some of which is stored on your device (e.g. as log files), directly identifies you or your device.

Some usage data is collected when you use our products and services. We use this data to quickly identify and rectify any errors that occur and to continuously improve our services for you.

Storage period

Your data will be deleted after 24 months at the latest.

Legal basis

The legal basis for this processing is the fulfilment of the contract, specifically for use in troubleshooting.

4. Disclosure of data to third parties

Law enforcement

In rare cases, the law obliges us to provide information to law enforcement agencies and courts for law enforcement purposes.

Service and sales partners

Our products are also marketed through various sales channels, such as customer-to-customer marketing. When cooperating with intermediaries, it is sometimes necessary to forward data to an intermediary to ensure excellent customer service. This is necessary, for example, to transmit the commission status, to allocate commissions and to reconcile incoming orders.
We need your data to initiate and execute the contract.

Reporting of bad debts or misuse

In the event of bad debts or disagreements between the contractual partners, we always endeavour to reach an amicable settlement. If this fails, we carefully weigh whether and to whom to report payment defaults or improper use.

Product partners

For some of our products, we cooperate with partner companies and sometimes even act as intermediaries. In some cases it is necessary to forward personal data to our product partners. This is the case, for example, when registering a domain or issuing an SSL certificate. We conclude the necessary contracts under data protection law with our product partners. We only cooperate with partners who comply with our data protection standards. If data is transferred to third countries, we comply with the statutory requirements for transfers to third countries.

5. Cookies

For more information on the cookies we use, please click here.

6. Service specific data protection information

Customer Service

Purpose of processing
Call center services for customer service.

Categories of personal data
Subscriber data, content data

Legal basis
Performance of a contract Art. 6(1) lit. b GDPR

Involved subcontractors
N/A

7. Product specific data protection information

List of our current subprocessors

With some of our products we rely on the expertise of specialised partner companies to ensure that we provide the best possible products and service experience. In the event that you cease to use our products and services, we will delete your personal data within a given timeframe.

e-Learning Shop

Purpose of processing
Seamless integration of an online shop in the website.

Categories of personal data
Contact data, content data, traffic data

Legal basis
Performance of a contract, Art. 6(1) lit. b GDPR

Subprocessors
Videotile Learning Ltd  are a company registered in England and Wales, company number 06644210. Their registered office is at Westlands House, Whalley Road, Padiham, Lancashire, BB12 8JX and their correspondence address (please use this correspondence address if you want to write to them by post) is 9 Venus House, Mercury Rise, Altham Business Park, Altham, BB5 5BY. The person responsible for data protection is Mr Andrew Hines whose email address is adhines@videotile.co.uk Our website is www.videotile.co.uk

Google Maps

Purpose of processing
MyWebsite 8 transfers address data of the customer to Google in order to prefill address data in the Google Maps module or if selected sends another stored address to Google.

Categories of personal data
Address data, traffic data

Legal basis
Performance of a contract, Art. 6(1) lit. b GDPR

Subprocessors
Google LLC, Mountain View, USA


Microsoft Office 365

Purpose of processing
Usage of Microsoft Office 365, including setting up, configuring and deletion of accounts and users

Categories of personal data
Subscriber data, content data, traffic data

Legal basis
Performance of a contract, Art. 6 (1) lit. b GDPR

Retention period
User data will be stored up to one year after termination of the licence.

Subprocessors
Microsoft, Redmond WA, USA


Google Workspace | G Suite 

Purpose of processing
Usage of Google Workspace | Google G Suite, including setup, configuration, deletion and customer service.

Categories of personal data
Subscriber data, traffic data

Legal basis
Performance of a contract, Art. 6 (1) lit. b GDPR

Subprocessors
Google LLC, Mountain View CA, USA
https://workspace.google.com/intl/en/terms/subprocessors.html
https://policies.google.com/privacy
 

Semrush

Purpose of processing
Optimisation of search rankings of your websites in Google search engine. With the Pro version you can additionally set up Google Ads campaigns.

Categories of personal data
Subscriber data, Contact data, usage data

Legal basis
Performance of a contract, Art. 6 (1) lit. b GDPR

Subprocessors
Semrush CZ s.r.o. a Hřebenech II 1718/10, Nusle, 140 00 Praha, Czech Republic
Attention: General Counsel


Google Ads Management Service (Search Engine Marketing)

Purpose of processing
Setting up and managing Google Ads campaigns for your website.

Categories of personal data
Subscriber data, content data, usage data

Legal basis
Performance of a contract, Art. 6 (1) lit. b GDPR

Retention period
30 days

Subprocessors



Email Marketing

Purpose of processing
Creation, sending and monitoring of newsletter campaigns.

Categories of personal data
Contact data, content data, usage data, traffic data

Legal basis
Performance of a contract, Art. 6 (1) lit. b GDPR

Retention period
User data will be stored up to one year after the end of the contract lifetime.

Subprocessors


Transparency is our priority

All data we receive from you during the lifetime of your contract is used primarily to provide the level of service you would expect. We carry out statistical analyses to improve products and services. These analyses are conducted in compliance with data protection legislation and our internal privacy policies and processes.

Your rights
In respect of Art. 15 GDPR you have the right to obtain information as to whether or not your personal data are processed. You also have the right to have your personal data rectified if it is inaccurate in accordance with Art. 16 GDPR, the right to be forgotten (Art. 17 GDPR), a right to obtain restriction of processing under given cirumstances (Art. 18 GDPR) and the right to data portability stated in Art. 20 GDPR. You have the right to
object to the processing of your personal data, as to where the processing is based on Art. 6(1) lit f GDPR.

If you wish to exercise one of these rights, please contact our data protection officer and we will get this done for you.

Please email:

privacypolicy@edisonworkplace.com

Supervisory authorities

You have the right to file a complaint with any supervisory authority.

Here you will find the contact information for the UK Information Commissioner's Office:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Tel: 0303 123 1113

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Last update: June 2022